Person, Text, Face

 

Our Medical team’s culture of curiosity and service supports its mission to ensure that each patient receives the right treatment for their unique cancer. 

Watch the video above to see how each member has the chance to make a real impact. 

 

Executive Assistant - Medical

  • Seaport Blvd., Boston, Massachusetts, United States
  • Full Time

About the Job

The Executive Assistant supports the Chief Medical Officer (CMO) and Medical leadership team members with dedicated executive administration and support of scheduling, travel plan and departmental event coordination, and streamlining administrative processes. This role includes frequent communication and interaction with senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives.

This role is a hybrid-eligible position that includes partial onsite attendance at a Boston-based worksite.

Key Responsibilities

• Provide professional representation for the function.

• Provide executive leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.

• Act as a representative of executive leadership regarding internal and external relations and correspondences and screening communications.

• Coordinate meetings, create PowerPoint presentations, coordinate monthly reporting, use Excel spreadsheets and order equipment, etc.

• Facilitate timely, accurate cross-team communication with automatic project dashboards and purposeful document sharing.

• Arrange on- and off-site meetings, events, appointments and travel for departmental leadership with supporting materials as needed.

• Ensure that executive leadership is informed of priorities, deadlines and challenges.

• Assist executive leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval.

• Arrange teleconferences, domestically and/or internationally.

• Independently perform special projects that require a combined knowledge of administrative needs and technical operations.

• Complete accurate and detailed leadership department expense reporting and other departmental reports.

• Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority.

• Assist with contract administration as needed including obtaining signatures, scanning and electronic filing.

• Track internal and external contacts and maintain contact database.

• Utilize efficient time management with the nuances of complex administrative assistance at the executive level.

• Maintain confidentiality in all aspects of team and company information.

• Operate independently with minimal supervision.

• Provide back-up administrative support to other departments as necessary.

• Be available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).

• Other duties as required.

Qualifications

Basic Qualifications

• Bachelor’s Degree

• 5+ years of experience supporting administrative functions at the executive level

Preferred Qualifications

• Experience in a life sciences company (biotechnology, biopharmaceutical, diagnostics or medical device)

• Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook

• Familiarity with Slack workflow management and Smartsheet automation for project coordination and communication

• Proven ability to work independently

• Ability to thrive in a fast-paced environment, operate with a high sense of urgency, and meet project deadlines

• Ability to work within an environment of frequent interruptions, conflicting priorities, and varying workloads

• Ability to effectively exercise discretion and judgment in handling confidential/proprietary information

• Ability to anticipate needs, resourcefulness and responsiveness are essential

• Ability to work well under pressure while maintaining a professional demeanor

• Demonstrated dependability, dedication, resourcefulness, and independence

• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds

• Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through

• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external clients

• Excellent project management skills

• Strong organization and prioritization skills; demonstrated history of successfully managing multiple concurrent initiatives and maintaining one’s own workflow

• Understanding of HIPAA and importance of privacy of patient data

• Commitment to reflect FMI's values: passion, patients, innovation, and collaboration

 

Please be aware that Foundation Medicine mandates COVID-19 vaccination of all employees regardless of work location. Accommodations may be made in accordance with applicable law.

 

About Foundation Medicine

Foundation Medicine, Inc. (FMI) began with an idea—to simplify the complex nature of cancer genomics, bringing cutting-edge science and technology to everyday cancer care. Our approach generates insights that help doctors match patients to more treatment options and helps accelerate the development of new therapies. Foundation Medicine is the culmination of talented people coming together to realize an important vision, and the work we do every day impacts real lives.

Confidence, or the belief that we need to check every box before applying for a job, can sometimes hold us back from going after a role that inspires us. At Foundation Medicine there's no such thing as the 'perfect' applicant, and our company is a place where every employee can make an impact and continue to grow whatever background they may have or path they may have taken. So, as long as you meet the basic qualifications for a role, please apply if you see a position that would make you excited to come into Foundation Medicine every day and help us transform cancer care.

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Internal applicants, please use your FMI email address.

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Learn more about the Medical team here.

Shakti, Foundation Medicine’s Senior Director of Pathology, and Senior Associate Medical Director, discusses the direct link between his daily work and making a positive impact for people with cancer. Hear a about a day in the life of a Pathologist at Foundation Medicine.

Foundation Medicine is proud to be an Equal Opportunity and Affirmative Action employer and considers all qualified applicants for employment without regard to race, color, religion, sex, gender, sexual orientation, gender identity, ancestry, age, or national origin. Further, qualified applicants will not be discriminated against on the basis of disability or protected veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. See also FMI’s EEO Statement and EEO is the Law and Supplement. If you have a disability or special need that requires accommodation, please let us know by completing this form.  (EOE/AAP Employer)

To all recruitment agencies: Foundation Medicine does not accept agency resumes. Please do not forward resumes to our jobs alias, Foundation Medicine employees or any other organization location. Foundation Medicine is not responsible for any fees related to unsolicited resumes.