615 Chestnut Street
Job Category: Full-time /Exempt
Department: Executive Office
Reports To: Administrative Manager, Executive Office
The American Association for Cancer Research (AACR), with more than 40,000 members residing in 120 countries, is the first and largest organization in the world dedicated to advances in all areas of high-quality, innovative cancer research. Its mission is to prevent and cure all cancers. The programs and activities of the AACR foster the exchange of new knowledge among scientists and physicians in the cancer field as well as in related sciences. AACR publishes eight peer-reviewed scientific journals and an award-winning magazine for cancer patients and their loved ones; convenes topical scientific conferences and an annual meeting that draws more than 22,600 participants; offers educational workshops that train young investigators in a variety of scientific and clinical areas; funds fellowships, career development awards, and research grants for both senior and junior investigators; raises public awareness of the progress in and reasons for hope in the biology, detection, diagnosis, treatment, and prevention of cancer; engages actively in advocacy for increased federal research funding and other national policies that accelerate progress against cancer; and interacts with regulatory agencies to support regulatory science and policy.
The Executive Assistant reports to the Administrative Manager and provides administrative support for the Executive Office as it relates to the activities and initiatives of the CEO. This individual also assists in communicating internally and externally in support of the CEO and arranging domestic and international travel for the CEO and other colleagues in the Executive Office, and performs other tasks and special assignments, as needed.
This position requires an individual with five years of administrative experience – a detail-oriented, team player who is a hard-working, proactive, collaborative, and adaptable. This will facilitate the individual’s ability to support the professional environment of the department and the organization.
•Assists the Administrative Manager with coordinating ground and air travel, related itineraries, and other services for the CEO’s domestic and internationals trips.
•Assists with preparation of emails/correspondence to coordinate the CEO’s attendance and travel to meetings and events. Obtains and verifies these meeting logistics and submits reimbursements.
•Records and verifies travel-related expenses and purchases on department corporate accounts and submits receipts monthly to the Administrative Manager with itemized cost explanations. Under guidance of the Administrative Manager, processes reimbursements and obtains payments for all travel expenses.
•Assists with printing and assembly of documents for Board Meetings. In support of the Annual Meeting, prepares individual meeting files by collecting agendas, and gathers supporting documents for the CEO.
•Assists with preparation for internal meetings and set-up in the Executive Conference Room (or alternate location), when needed.
•In support of the AACR Annual Meeting, prepare individual meeting files by collecting agenda and supporting documents for the CEO; assists with other Annual Meetings preparations, as assigned.
•Assists with screening and redirecting incoming calls, emails, and mail to the Executive Office to the appropriate individuals and/or departments; responding, when appropriate, to routine inquiries.
•Receives and tracks departmental monthly reports for the CEO’s review.
•Assists with the purchase and mailing of condolences and congratulatory/gratitude gifts and prepares accompanying correspondence.
•Assists with maintaining appearance and refilling supplies of Executive Office Conference Room, Copy Room, Kitchen, and CEO’s Office.
•Maintains confidential and proprietary information.
•Performs the essential functions of the position and other related duties, as assigned.
•Five years of administrative experience, preferably in a non-profit or academic environment.
•Detail orientation with high level of accuracy.
•Excellent oral communication and writing skills needed for various official communications sent internally and externally.
•Ability to work in fast-paced environment; must be responsive, resourceful, and flexible.
•Strong organizational skills and the ability to track numerous projects; ability to accurately respond to instructions and complete tasks in a timely manner.
•Experience in arranging and managing domestic and international executive travel.
•Proficiency in Microsoft Word and Outlook; basic knowledge of Excel and PowerPoint a plus.
•Ability to research and summarize background information for CEO’s travel support documents.
•Excellent interpersonal skills.
Level of Language Proficiency
•Bachelor’s Degree required.
•Five years of experience working in an administrative role.
Minimum Education Required
How To Apply
Please submit your cover letter and resume (including salary expectations) to:
Attn: Human Resources
615 Chestnut Street, 17th Floor
Philadelphia, PA 19106
Fax: (215) 440-1045
Equal Opportunity Employer