University of Utah

Department 01146 - Huntsman Cancer Foundation Job Summary

Huntsman Cancer Foundation is a mission-driven nonprofit dedicated to raising funds and awareness for Huntsman Cancer Institute at the University of Utah.

We are looking for a highly organized, detail-oriented, and proactive Executive Assistant to serve as the right hand to our President and executives leadership. The ideal candidate will have a strong background in supporting leadership in a fast-paced, mission-focused environment, and will bring discretion, initiative, and superior communication skills to the role. This position will be on-site, with the occasional opportunity to work remotely depending on office needs. Standard work hours will generally be between 8am-5pm, Monday through Friday with possible variations dependent on scheduled meetings and/or events. Candidates must be based within reasonable commute distance. The nature of this position requires some evenings and weekends.

Responsibilities

• Provide high-level administrative support to the President and executive leadership.
• Screen incoming calls and emails, prioritize urgent matters, draft and respond to communications on behalf of the CEO while maintaining a professional tone and upholding confidentiality.
• Manage complex calendars, including scheduling meetings, events, and travel.
• Prepare, edit, and proofread correspondence, reports, agendas, PowerPoint presentations, and other documents.
• Coordinate board, fundraising, staff, and other meetings, including agenda preparation, material distribution, and minute-taking.
• Serve as a liaison between the President and internal/external stakeholders/donors.
• Ensure timely follow-up on action items and priorities.
• Organize and maintain confidential files and documents.
• Support special projects and strategic initiatives as needed.
• Orders and maintains supplies for the foundation.
• May distribute mail and other supplies for the foundation.
• Possibly provides additional general office support to other areas in the office such as greeting and directing visitors, and routing incoming calls
• Other duties as deemed necessary.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Bachelor’s degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor’s degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Qualifications:

• Experience: Minimum of 5-7 years as an Executive Assistant supporting senior leadership, executives; nonprofit experience preferred.
• Exceptional Communication Skills: Excellent written and verbal communication with the ability to adapt to different audiences and situations.
• Strong Organizational Skills: Highly organized with keen attention to detail and the ability to manage multiple priorities simultaneously.
• Discretion and Confidentiality: Ability to handle sensitive information with the utmost discretion.
• Proficiency in Technology: Expertise in Microsoft Office Suite, Calendar applications Google Workspace, Zoom, Teams, CRM’s and other project management tools.
• Anticipatory Thinking: Ability to work independently, manage multiple priorities, adapt quickly, provide troubleshooting skills, and anticipate needs.
• Professionalism: Maintain a polished professional demeanor and uphold the highest standards to the mission and values of Huntsman Cancer Foundation.

Bachelor’s degree not required. Supervisory experience not required.

Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.