Executive Assistant

The Cystic Fibrosis Foundation is a leading healthcare nonprofit organization like no other. For decades, we have been taking major steps and pioneering new ways to advance the mission to find a cure for cystic fibrosis and to provide all people with CF the opportunity to lead long, fulfilling lives by funding research and drug development, partnering with the CF community, and advancing high-quality, specialized care.

We are the global leader in the search for a cure for cystic fibrosis and nearly every CF drug and therapy available today was made possible because of CF Foundation support. We did this not only for the close to 40,000 people living in the U.S. with CF – and the estimated 105,000 people worldwide – but for the people with CF and families who have worked tirelessly to support the mission.

These achievements have required dedication and unwavering commitment from a talented team of CF Foundation employees. We promote an environment that attracts -- and retains -- a diverse group of talented people who are passionate about eradicating this disease . Join us and you will join an amazing team, devoted to our community, and our mission.

Position Description

The Cystic Fibrosis Foundation (CF Foundation) and its employees embrace their commitment to its core values.  These core values are the pillars on which the CF Foundation stand and will continue to sustain us as we move forward.

• Keep sight of what really matters:  Our decisions are based on what is best for people with cystic fibrosis and their families.

• Aspire for excellence in all we do:  We take pride in our work. We are committed to continuous learning and improvement.

• Stronger together:  We collaborate and work together so that we can learn more and achieve more.

• Innovate with courage:  We embrace challenges. We reach beyond boundaries in pursuit of our vision.

• Care about our people:  We deeply care about each other and all who support our shared mission. We listen with respect. We support one another.

We are a nonprofit, donor-supported organization that has raised and invested billions of dollars to help develop cystic fibrosis therapies that have changed the lives of people with this disease.  Nearly every CF medicine available today was made possible because of Foundation support.

POSITION SUMMARY:

The Executive Assistant, Research Affairs ensures efficient prioritization of time and execution of key tasks for assigned departments. Leverage time for senior executives by managing critical administrative tasks. This is a hybrid role based in Bethesda, MD and requires 2-3 days per week in the Bethesda office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Proactively manages the calendar, contacts, emails and daily schedule of assigned executives, including across organizations.

• Schedules and supports meetings (e.g., tracking attendance, booking meeting rooms, coordinating technology needs, managing room set up/arrangement and catering).

• Proactively coordinates agenda development, tracking, and material compilation for major meetings (e.g., weekly executive, department heads) and assures follow up on action items.

• Manages team department operations (e.g., organizing team meetings, drafting and sending team communications, designing and maintaining electronic filing system, ordering supplies, coordinating travel, approving timesheets, promoting team culture).

• Works closely with Chief of Staff to proactively manage complex problems related to department operations and/or the executive’s schedule and priorities.

• Utilizes critical thinking and independent judgment to proactively identify solutions and manage conflicts.

• Facilitates and manages internal/external communications for assigned executive, as needed.

• Maintains high level of confidentiality.

• Serves as team representative for general administrative duties as assigned (e.g., submitting expenses and requisitions, performing budget tracking).

• Supports high-priority initiatives for team through key tasks (e.g., organizing meeting agenda, notetaking, drafting emails and presentation materials).

• Manages expense reimbursements for assigned executive.

• Assists in administrative tasks related to manuscript preparation and submission, grant submissions, and other administrative documentation as assigned.

• This executive spends 20% of their time working for another institution. This role will support both scheduling needs.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Minimum of 3-5 years of related experience along with four-year college degree preferred.

• Experience in a large, fast-paced, complex organization.

• Excellent organizational skills, with demonstrated ability to balance multiple tasks simultaneously and maintain strong attention to detail while following up to completion.

• Resourcefulness; demonstrated ability to bring tasks to completion by identifying resources, and procuring tools with limited instruction.

• Superior interpersonal skills; able to adapt and work collaboratively with diverse stakeholders.

• Team player; positive, can-do attitude with customer service orientation.

• Strong knowledge across full MS Office suite (e.g., Outlook, PowerPoint, Excel, Word, Teams, OneDrive).

• Technical proficiency with document preparation and submission processes.

• Basic knowledge of scientific and medical language.

• Excellent verbal and written communication skills; ability to synthesize and clearly articulate takeaways and next steps.

• Exercises good judgment; maintains a high-level of professionalism and confidentiality.

• Strong problem-solving skills.

REPORTING RELATIONSHIPS:

• Reports to the Executive Vice President, Chief Scientific Officer. No direct reports.

WORKING CONDITIONS:

• Normal office environment with little exposure to excessive noise, dust, and temperature.

• No heavy lifting required.

• Some travel may be required.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

This position will be posted for a minimum of 5 days or until the position is filled. Applications will be accepted on an ongoing basis, so candidates are encouraged to apply promptly if interested.

The salary range is $79,400.00 to $99,300.00. Specific salary varies based on geographic location and is commensurate with experience.

Total Rewards: The CF Foundation is committed to offering competitive compensation (base pay and incentive), benefits, and professional development opportunities that maximize our ability to recruit, retain, reward, and motivate a highly qualified and diverse workforce. Our comprehensive benefits package includes medical, dental, and vision coverage; a holistic well-being program; health savings and flexible spending accounts; employer-provided life and disability insurance; retirement savings benefits; and a variety of work-life benefits to support employees and their family members. In addition, the CF Foundation offers full-time employees 20 days of vacation and 10 days of sick per year, prorated based on hire date, as well as 14 paid holidays, 2 personal days, and a variety of generous leave benefits. Visit our Why Work at the Cystic Fibrosis Foundation page to learn more.

The CF Foundation is an equal opportunity employer that is committed to being an employer of choice, not just a good place to work, but a great and inclusive place to work. We strive to recruit and maintain a diverse workforce. Qualified applicants will receive consideration for employment without regard to race, physical or mental disability, color, religious creed, ancestry, national origin, religion, age, sex, pregnancy, marital status, genetic information or testing, gender identity and expression, sexual orientation or status as a Vietnam-era or special disabled veteran or any characteristic protected by law.

Reasonable Accommodations: The CF Foundation is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need assistance or would like to request an accommodation due to a disability, please contact us at [email protected].

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