At the American Cancer Society, we're leading the fight for a world without cancer. Our employees and 1.5 million volunteers are raising the bar every single day. We actively seek candidates from diverse backgrounds including communities of color, the LGBTQ community, veterans, and people with disabilities. The greater the diversity of our people, the better we can serve our communities.

The people who work at the American Cancer Society focus their diverse talents on our lifesaving mission. It is a calling. And the people who answer it are fulfilled.

Provides advanced, diverse, confidential, and specific executive level management and administrative support within the office of the Chief Executive Officer (OCEO) of the American Cancer Society, Inc. By coordinating activities and developing strong working relationships with other departments, team leads, regions, volunteers, board members, and committees, this role is a critical part of ensuring that the office of the CEO runs efficiently.

This role requires persistent attention to detail with a high level of accuracy, strong organizational and time-management skills, and the ability to serve as the CEO’s liaison both inside and outside organization as they represent the Office of the Chief Executive Officer.

Responsibilities include but are not limited to calendar management, travel & T&E management, meeting management, general document preparation, general correspondence and reporting, volunteer leadership and committee support, and special projects.

This position is remote - must be able to work EST business hours.

MAJOR RESPONSIBILITIES

• Manage and confirm travel bookings and arrangements for the CEO through travel software (including serving as “travel arranger” for internal and external constituents – a.k.a. “Guest Traveler”). Research optimal travel options, prepare travel documents, itineraries, and driving directions for ground travel. Resolve travel and expense issues, and champion nationwide meeting and travel policies and procedures.
• Manage and maintain calendar of the CEO, ensuring that all appointments are properly documented and recorded, all documents that the CEO requires for preparation are attached, and scheduling conflicts are resolved in a professional, efficient, and timely manner.
• Organize workflow by filtering and making decisions on all incoming internal and external communications (phone, email, and letter correspondence) for response and assigns to the appropriate departments/business units. Follows up to ensure successful and timely completion.
• Arrange and/or coordinate meetings, conferences, speaking engagements, teleconferences, ensuring all necessary parties are invited and prepared and that ALL meetings have a goal and/or desired outcome and agenda included. Serve as point of contact for venue/room, AV, presenters, materials, catering, WebEx, conference call, etc.
• Collaborate with OCEO Chief of Staff to ensure efficient and effective scheduling processes are documented, while maintaining thorough records.
• Speak on behalf of the CEO to dignitaries, government officials, and executives from around the world regarding participation in high-profile meetings, conferences, and engagements.
• Manage the resolution of inquiries and complaints escalated to the office of the CEO.
• Manage employment and administrative processes, risk assessment, record management and retention for the CEO.
• Prepare and maintain conflict of interest documents for key organizations (CDC Advisory Board of Director, White House Group on Prevention, Health Promotion, and Integrative and Public Health) in collaboration with Chief Legal & Risk Officer.
• Oversee and manage T&E activities. Ensure adherence to Travel and Expense and PCard policies and procedures as content expert.
• Review and approve all department expenses, invoices, and memberships for processing.
• Oversee mail management, thank you messages, follow up letters and other CEO correspondence in a prompt and efficient manner. Prepare content and format for PowerPoint, Word, Excel documents for use by supported employees.
• Maintain CEO’s bio, headshot, and CV and provide for speaking engagements.
• Ensure department e-time submissions are completed, reviewed, and approved by the deadline ensuring adherence to eTime policy and procedures. Liaison to Corporate Center Payroll team as needed to resolve any issues.
• In partnership with the Executive Principal, Development, maintain and update CEO’s philanthropic portfolio and high-level points of contact list for CEO communication which includes government, influencers, networks, philanthropists, and CEOs.
• In partnership with the Executive Principal, Development & CEO Communications, manage the OCEO stewardship communication in accordance with Donor Stewardship levels (includes reports of investors communication with relationship manager, and content approval).
• In partnership with Governance, coordinate the CEOs Board Committee commitments.
• In partnership with Executive Principal, Development & Development Pillar leadership, schedule CEO’s in-market time through galas, CEOs Against Cancer, Coaches vs Cancer, and other internal and external events.
• Coordinate the receipt and distribution of letters, bulk packages, and correspondence.
• Oversee special events and/or projects as assigned by the CEO and participates on project teams as needed.

FORMAL KNOWLEDGE:

• Bachelor’s degree or a combination of education and work experience.
• 6+ years progressive experience supporting a high-level executive with a complex calendar and travel schedule, non-profit experience preferred.

COMPETENCIES/SKILLS:

Demonstrates these Leadership Competencies:

• Business Knowledge – Communicates effectively by developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences. Builds strong customer relationships and delivers customer-centric solutions.
• Accountability - Holds self and others accountable to meet commitments. Gains the confidence and trust of others through honesty, integrity, and authenticity.
• People-First Mindset - Relates openly and comfortably with diverse groups of people.
• Organizational Savvy - Maneuvers comfortably through complex policy, process, and people-related organizational dynamics.
• Organizational Savvy – Adapts approach and demeanor in real time to match the shifting demands of different situations. Secures and deploys resources effectively and efficiently.

Other Skills:

• Ability to make decisions exercising sound judgment on sensitive, confidential issues.
• Excellent written and verbal communication, presentation, and interpersonal skills.
• Advanced proficiency in scheduling software.
• Extensive experience with office software, including MS Word, Excel, and Outlook.
• Demonstrated ability to handle multiple priorities, project management, and meeting coordination.
• Ability to work in an extremely fast-paced environment, work effectively under deadlines, and respond to changing circumstances and priorities in a focused and timely manner.
• Ability to interpret, adapt and apply guidelines and procedures.
• Strong organizational and time-management skills.
• Expertise with keeping stakeholders informed of schedule changes and answering queries.
• Able to cultivate relationships in a diverse population of community leaders and volunteers.
• Persistent attention to detail with a high level of accuracy.

SPECIAL MENTAL OR PHYSICAL DEMANDS:

• Work is generally performed in a typical interior/office work environment.
• No or very limited physical effort required.
• May be required to respond to urgent needs after-hours or on weekends.
• Limited travel may be required to support CEO.

SUPERVISION RECEIVED/GIVEN

DIRECT SUPERVISION RECEIVED:

Chief of Staff, Office of CEO

The starting rate is $75,000 to $90,000 annual. The final candidate's relevant experience/skills will be considered before an offer is extended. Actual starting pay will vary based on non-discriminatory factors including, but not limited to, geographic location, experience, skills, specialty, and education

The American Cancer Society has adopted a vaccination policy that requires all staff, regardless of position or work location, to be fully vaccinated against COVID-19 (except where prohibited by state law).

ACS provides staff a generous paid time off policy; medical, dental, retirement benefits, wellness programs, and professional development programs to enhance staff skills. Further details on our benefits can be found on our careers site at: jobs.cancer.org/benefits. We are a proud equal opportunity employer.

Position Requirements: