Executive Assistant to the Chief Patient Officer 

Executive Assistant to the Chief Patient Officer

Location: Virtual

Category: Full-time

FLSA Status: Exempt

Reports to: Chief Patient Officer

Position Overview

The Advocacy Executive Assistant will support the Chief Patient Officer (CPO) and assist in the Foundation's advocacy efforts to achieve the organization's strategic goals. They will help support the organization's advocacy programs and activities by assisting the Advocacy Team. This role requires a high level of administrative support to the CPO and actively executes critical thinking, excellent time management, and professional communication skills. The ideal candidate is a proactive, detail-oriented professional with excellent organizational, communication, and multitasking skills who thrives in a fast-paced environment and is committed to supporting patient advocacy initiatives.

About Cholangiocarcinoma Foundation

The Cholangiocarcinoma Foundation (CCF) is the only U.S.-based nonprofit organization solely focused on cholangiocarcinoma (bile duct cancer), a rare but aggressive disease that affects approximately 15,000 people annually in the United States. Founded in 2006 in Salt Lake City by a family who lost a loved one to this devastating cancer, CCF has grown into a global leader in patient support, education, advocacy, and research funding.

Driven by its core values—patients first, collaboration, innovation, and urgency—CCF operates in a fast-paced environment, mobilizing resources and expertise worldwide to accelerate progress. As a virtual organization with team members across the U.S. and internationally, CCF connects a global audience of patients, caregivers, clinicians, and researchers through cutting-edge programs and partnerships. The Foundation is recognized for advancing innovative research, championing patient-centered care, and responding with urgency to the needs of a growing and underserved community.

Primary Responsibilities

The essential duties and responsibilities of this position include, but are not limited to, the following areas:

Advocacy Team Support

• Complete various administrative tasks to support the Chief Patient Officer (CPO) and the Advocacy Department.
• Assist CPO with special projects.
• Serve as a liaison between the CPO and internal/external staff, industry partners, patients, and caregivers.
• Design and produce complex documents, reports, and presentations.
• Collect and prepare information for meetings with staff and outside parties.
• Draft, proofread, and edit correspondence, presentations, and reports for internal and external use.
• Organize and maintain files, documents, and records, ensuring confidentiality.
• Using systems such as Nexonia and Click Time, the CPO manages expense reports, time report documents, and other tools.
• Address and resolve logistical issues to ensure seamless support of the Chief Patient Officer and the Advocacy Team.
• Maintain contact lists for Advocacy needs utilizing Raiser’s Edge
• Update Raiser’s Edge with contact information/meeting results/ Notes from the 1:1 Patient and Caregiver discussions with the CPO and Advocacy Team.

Data Analytics & Reporting

• Develop, maintain, and distribute Advocacy team reports and dashboards using Tableau, Raiser's Edge, and other reporting tools.
• Analyze constituent engagement and advocacy activity data to support program planning and decision-making.
• Create and maintain reporting systems that provide visibility into advocacy impact, program outcomes, and operational performance.
• Ensure data accuracy and integrity across advocacy-related reporting and constituent records.

Process Improvement

• Identify, develop, and implement process improvements to increase efficiency and scalability across Advocacy operations.
• Create and maintain standardized workflows, templates, SOPs, and documentation for recurring team processes.
• Leverage technology and AI-enabled tools to streamline administrative and operational functions.
• Evaluate and recommend solutions to improve collaboration, reporting, and project management processes.

Comprehensive Meeting Management

• Coordinate and schedule virtual meetings, ensuring alignment across participant availability and timely distribution of calendar invites.
• Prepare and distribute notes, agendas, and minutes for meetings and teleconferences.
• Prepare and coordinate meeting materials, presentations, and audio/visual materials.
• Track and follow up on action items from meetings, ensuring deadlines are met.
• Coordinate board meeting logistics to ensure the CPO is fully prepared, including scheduling, material preparation, and day-of support as needed.

Patient Advocacy Committee Support

• Coordinate meeting logistics, including scheduling, technology needs, etc.
• Develop and maintain standardized agendas, presentations, reports, and meeting materials for Patient Advocacy Committee meetings.
• Maintain accurate records of committee decisions and documentation.

Administrative Support

• Coordinate and provide administrative support for external conferences, meetings, symposiums, and other events.
• Assist in planning and coordinating logistics and travel for events, conferences, and symposiums.
• Build and maintain positive relationships with staff, industry, volunteers, patients, and caregivers.
• Produce program-related content, communications, and presentations.
• Coordinate and manage Advocacy team projects, timelines, deliverables, and follow-up activities through Asana and other project management platforms.
• Monitor project progress and ensure action items are completed according to established timelines.
• Facilitate communication and accountability across cross-functional teams and stakeholders.
• Maintains up-to-date files of activities, correspondence, and presentations.
• Manages records in the database, including but not limited to updating and adding contact information.
• Assists with Annual Conference logistics and planning for the CPO and any other members of the Advocacy Team.
• Assist other CCF Executives when their Admin is OOO or otherwise unavailable as needed.
• Other duties as assigned.

Skills, Qualifications, Requirements

• Ability to accomplish projects with little supervision.
• Strong organizational and time management skills with exceptional attention to detail.
• Knowledge of AI tools such as ChatGPT and Claude.
• Demonstrates a strong commitment to the mission of patient advocacy.
• A professional and collaborative style with an ability to proactively take the initiative and manage multiple tasks/ projects simultaneously.
• Strong verbal and written communication skills.
• Proficient in the design and creation of presentations in PowerPoint.
• Knowledge of Asana, Raiser’s Edge, or other similar tools required.
• Experience Supporting C-Level Executives
• Successful completion of a background check.
• Ability to travel to Salt Lake City, UT, twice a year.
• Other duties as assigned.

Work Environment and Physical Requirements

• This fully remote position requires a dedicated, professional home office environment with reliable internet access.
• Occasionally lift office supplies or packages, typically weighing up to 20 pounds.
• Minimal physical requirements, though occasional travel is required for organizational events or meetings.

COMPENSATION

Salary Range: $60,000 - $65,000

Benefits include Health insurance (medical, dental, vision), fully paid life and disability insurance, a generous PTO package that includes Summer Fridays and a paid Winter Break, and a 401(k).

LOCATION

The Foundation is a virtual organization. Candidates must reside in the United States and be authorized to work there. The selected candidate will be required to travel as needed.

APPLY

Please apply on our website and be prepared to provide the following:

• Resume (required)
• Responses to three short questions included in the application form (required)
• Cover letter (optional)

A quick note: your resume and responses to all three questions are required for your application to be considered. A cover letter is welcome, but not required.

Questions, need an accommodation, or having technical issues submitting this form? Please contact hr@cholangiocarcinoma.org

LOCATION

The Foundation is a virtual organization. Candidates must reside in the United States and be authorized to work there. The selected candidate will be required to travel as needed.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time, with or without notice. Nothing in this job description alters an employee's at-will status and is meant only as a guide, not a contract of employment.

The Cholangiocarcinoma Foundation's policy provides equal opportunities without regard to race, color, religion, age, gender, sex, national origin, disability, veteran status, or any other characteristic protected by law.

August 2026