Sarah Cannon Research Institute · 1 day ago
Executive Assistant
Nashville, TN
Full-time
Hybrid
Mid Level
3+ years expSarah Cannon Research Institute (SCRI) is a leading oncology research organization focused on advancing therapies for cancer patients. The Executive Assistant will perform complex administrative duties for senior executives while maintaining confidentiality and ensuring efficient workflow.
Research
Responsibilities
Maintain strictest confidentiality at all times and in all situations
Provides proactive support, taking initiative to ensure smooth workflow and efficiency. Performs special projects as requested by AVP, VP, or Executive(s)
Actively engages with the support community, including attending meetings, events, and professional development opportunities
Communicates and escalates unresolved issues to Executive leaders
Supports 1-4 AVP, VP, or Executive leaders
Performs complex administrative duties including, but not limited to, maintaining AVP, VP, or Executive’s CV, responding on behalf of Executive when necessary, composing correspondence, and coordinating resources across corporate functions
Coordinates all aspects of domestic and international travel for AVP, VP, or Executive(s)
Manages large departmental events such as All Hands. Delegates assignments to support colleagues (under the leadership of the AVP, VP, or Executive). Coordinates travel, catering, agenda, and details of departmental events
Partners with AVP, VP, or Executive(s), HR, and Talent Acquisition to assist with recruiting, selecting, orienting, and hiring new support community colleagues
Serves as a mentor and trainer for new support colleagues within the department. Facilitates job shadowing, training, and onboarding of newly hired support colleagues
Manages and ensures appropriate administrative coverage within the department
Takes the lead on other support community resources (i.e., document library, SharePoint maintenance, etc.)
Develops and maintains the roles and responsibilities for administrative support throughout the company
Maintains corporate policies related to administrative functions under the guidance of Executives
Ensures completion and submission of Conflict of Interest (COI) disclosures for AVP, VP, or Executive’s events, publications, abstracts, etc
Uploads applicable contracts into Conga for institutional review by legal team; facilitates correspondence between legal, internal, and external stakeholders, and Executive, to ensure contracts are executed before AVP, VP, or Executive engagement and to ensure compliance
Submits eSAF and ServiceNow tickets on behalf of AVP, VP, or Executive(s) as needed
Delegate access for AVP, VP, or Executive’s Workday, ADP Timekeeping, and ServiceNow
Tracks and records AVP, VP, or Executive’s billable time for contracted activities; corresponds with finance team during the invoicing process, as needed
Expense Management: Utilizes SAP Concur to upload receipts and file expense reports; track and make corrections, if needed, until the report is approved for payment
Maintains and updates AVP, VP, or Executive’s presentations, as needed, ensuring accuracy, professionalism, and attention to detail
May assist with proofreading, editing, and submitting manuscripts, abstracts, articles, and other publications, including interview transcripts
Liaison between internal and external stakeholders to schedule and support meetings (onsite and virtual)
Coordinates complex executive meetings using sound judgment to prioritize the Executive’s time
Reviews AVP, VP, or Executive’s correspondence for urgent issues and escalates as needed
Schedules and hosts video conferences via Microsoft Teams and manages Conference Center reservations
Schedules and maintains AVP, VP, or Executive’s task list, as requested
Coordinates membership renewal, conference/meeting registration, speaking engagements, etc
Submits and facilitates IT tickets until completed and/or resolution of issue(s) is reached
Manages interview and onboarding processes for AVP, VP, or Executive’s Direct Reports, including onboarding materials, required system access(es), and necessary permissions
Attends meetings as assigned by AVP, VP, or Executive and reports on actions
Participates in educational activities and programs where appropriate
Manages Staples and Amazon business accounts for AVP, VP, or Executive’s needs
Qualification
Required
Maintain strictest confidentiality at all times and in all situations
Provides proactive support, taking initiative to ensure smooth workflow and efficiency. Performs special projects as requested by AVP, VP, or Executive(s)
Actively engages with the support community, including attending meetings, events, and professional development opportunities
Communicates and escalates unresolved issues to Executive leaders
Supports 1-4 AVP, VP, or Executive leaders
Performs complex administrative duties including, but not limited to, maintaining AVP, VP, or Executive's CV, responding on behalf of Executive when necessary, composing correspondence, and coordinating resources across corporate functions
Coordinates all aspects of domestic and international travel for AVP, VP, or Executive(s)
Manages large departmental events such as All Hands. Delegates assignments to support colleagues (under the leadership of the AVP, VP, or Executive). Coordinates travel, catering, agenda, and details of departmental events
Partners with AVP, VP, or Executive(s), HR, and Talent Acquisition to assist with recruiting, selecting, orienting, and hiring new support community colleagues
Serves as a mentor and trainer for new support colleagues within the department. Facilitates job shadowing, training, and onboarding of newly hired support colleagues
Manages and ensures appropriate administrative coverage within the department
Takes the lead on other support community resources (i.e., document library, SharePoint maintenance, etc.)
Develops and maintains the roles and responsibilities for administrative support throughout the company
Maintains corporate policies related to administrative functions under the guidance of Executives
Ensures completion and submission of Conflict of Interest (COI) disclosures for AVP, VP, or Executive's events, publications, abstracts, etc
Uploads applicable contracts into Conga for institutional review by legal team; facilitates correspondence between legal, internal, and external stakeholders, and Executive, to ensure contracts are executed before AVP, VP, or Executive engagement and to ensure compliance
Submits eSAF and ServiceNow tickets on behalf of AVP, VP, or Executive(s) as needed
Delegate access for AVP, VP, or Executive's Workday, ADP Timekeeping, and ServiceNow
Tracks and records AVP, VP, or Executive's billable time for contracted activities; corresponds with finance team during the invoicing process, as needed
Expense Management: Utilizes SAP Concur to upload receipts and file expense reports; track and make corrections, if needed, until the report is approved for payment
Maintains and updates AVP, VP, or Executive's presentations, as needed, ensuring accuracy, professionalism, and attention to detail
May assist with proofreading, editing, and submitting manuscripts, abstracts, articles, and other publications, including interview transcripts
Liaison between internal and external stakeholders to schedule and support meetings (onsite and virtual)
Coordinates complex executive meetings using sound judgment to prioritize the Executive's time
Reviews AVP, VP, or Executive's correspondence for urgent issues and escalates as needed
Schedules and hosts video conferences via Microsoft Teams and manages Conference Center reservations
Schedules and maintains AVP, VP, or Executive's task list, as requested
Coordinates membership renewal, conference/meeting registration, speaking engagements, etc
Submits and facilitates IT tickets until completed and/or resolution of issue(s) is reached
Manages interview and onboarding processes for AVP, VP, or Executive's Direct Reports, including onboarding materials, required system access(es), and necessary permissions
Attends meetings as assigned by AVP, VP, or Executive and reports on actions
Participates in educational activities and programs where appropriate
Manages Staples and Amazon business accounts for AVP, VP, or Executive's needs
Practices and adheres to the 'Code of Conduct' philosophy and 'Mission and Value Statement.'
During your employment with SCRI, you will be routinely assigned training requirements. You are expected to complete any training assignments by the due date
Strong knowledge of general management principles and administrative processes
Ability to work collaboratively with senior executives and cross-functional teams, effectively managing relationships and driving outcomes
Proactive problem-solving skills, with the ability to identify issues and provide creative solutions
Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines
Extensive experience in a senior-level executive support role, demonstrating a deep understanding of general management principles and organizational policies and procedures
Proven ability to handle complex administrative duties, including composing correspondence, coordinating resources, and managing executive schedules
Excellent communication skills, both written and verbal, with exceptional grammar, spelling, and punctuation
Strong attention to detail and ability to maintain strict confidentiality
Proficient in using relevant software and tools, including Microsoft Office suite and presentation software
Ability to multitask in a fast paced, high stress environment is essential
Ability to work effectively with staff, and other internal and external sponsors and agencies
Preferred
Bachelor Degree completion is highly preferred, however, experience may be substituted for education
3+ years relevant work experience in a related role utilizing MS Office products, including Word, Excel, PowerPoint
3+ years relevant work experience utilizing SharePoint, Adobe, and Concur is highly desired
Experience multi-tasking in a fast-paced, high stress environment is essential
Ability to work effectively with staff, and other internal and external sponsors and vendors
Experience with organizational policies and procedures, administrative procedures, expense reports, other financial reconciliations
Benefits
Comprehensive benefits to support physical, mental, and financial well-being
Competitive compensation package
Annual bonus or long-term incentive opportunities
Company
Sarah Cannon Research Institute
Sarah Cannon Research Institute is one of the world’s leading oncology research organizations conducting community-based clinical trials.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Deepak Bhamidipati
Assistant Director of Drug Development
Recent News
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