At the American Cancer Society, we're working to end cancer as we know it, for everyone. Our employees and1.3 million volunteers are raising the bar every single day. We are a culture comprised of diverse backgrounds and experience, to better 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 high level, diverse, and confidential administrative support to their assigned Vice President and their department. Responsibilities include but are not limited to records management, travel and T&E management, meeting management, event support, general correspondence and document preparation, presentations, calendar management, mail management, and special projects.

VP Administrative and Operational Support

• Direct responsibility for providing the administrative support necessary to achieve organizational goals and objectives.
• Develops a strong understanding of ACS PR operations and objectives to support the achievement of mission and income goals.
• Acts as liaison and represents the Vice President (VP) or Director with other departments, facilitates communication with the leadership team, key staff, and volunteers.  Represents the department with the highest level of confidentiality, customer service and professionalism.  
• Manages long and short-term calendars for the VP or Director setting appointments, scheduling meetings, conferences, and coordinating schedules with meeting participants. 
• Prepares VP or Director for meetings and speaking engagements, conducts general internet research on companies, communities, issues, individuals, etc.
• Keeps appropriate and organized files and records and prepare reports as required, adhering to Records Management policies and procedures.
• Ensures department e-time submissions are completed, reviewed and approved by the deadline ensuring adherence to Time policy and procedures.  Liaisons with Payroll team as needed to resolve issues. 
• Provides timely and accurate deposits and payment requests when required.
• Provides timely and accurate data entries, reports, file maintenance, and so on. Reviews report as needed and follows up on data quality or content concerns; compiles and summarizes data to meet specific needs.  Manages department specific data (i.e., PTO tracking, volunteer leadership contact, etc.).
• Provides timely and accurate documents and correspondence, and secures necessary signatures as required.
• Oversees email and mail management, thank you messages, follow up letters, etc.in a prompt and efficient manner.
• Receives and screens incoming correspondence, reports, and phone calls.  
• Oversees special projects as assigned; participates in project teams and specific support activities as identified.  

VP Meeting/Event/Travel/Expense Support

• Provides meeting management support by coordinating meeting logistics for internal and external meetings (invitations, follow-up, and correspondence, meeting rooms, air travel, hotel rooms etc.), ensures all resources are prepared for meetings (room, AV, presenters, agenda, materials, etc.).  Serves as point of contact pre-meeting and onsite day of meeting handling all logistics.  Coordinate/collaborate with Meetings and Travel as needed.
• Provides courteous and professional support to staff and volunteers at assigned ACS events.
• Ensures that appropriate local activities/events are notified to the Marketing Department to include it in the organization's Calendar of Events.
• Provides travel management support through Concur (including serving as “travel arranger” for internal and external constituents – a.k.a. “Guest Traveler”), works with the Travel department as needed.  Prepares travel documents, itineraries, and driving directions for ground travel.  Resolves travel and expense issues and champions nationwide meeting and travel policies and procedures. 
• Provides T&E management by validating and submitting T&E in Concur, coding P-Card transactions in a timely manner, and troubleshooting transactions, coding, submissions, and/or payment issues. Ensures adherence to Travel and Expense and P-Card policies and procedures as content expert.

Department Support

• Provide department-specific support for events, programs, patient assistance, and/or other duties as assigned.
• Maintains material display areas in local offices, as assigned.
• Prepares agendas for committee meetings and minutes for distribution in accordance with Division standards, as assigned.
• Department support for expense/invoice processing in Concur; iContract process; data entry in Salesforce; internal/external meeting management; general document preparation & correspondence, internet research and general reporting; point of contact for issues with eTime, finance, IT, Shared Services, travel arrangements while traveling.

EXPERIENCE/QUALIFICATIONS:

• Minimum Degree Required: Associate degree.
• Preferred Degree: Bachelor's Degree 
• Years of experience: 1-3 years of progressively responsible administrative and executive support experience.
• Driver’s License Requirement(s) [Included only if driving is part of the job duties]:
• Vaccine Requirement(s) [Included only if vaccinations are required for the role]:

KNOWLEDGE, SKILLS, AND ABILITY:

• Ensures compliance with ACS policies, including employment, risk management, events, data management, and financial controls, as required by the position.
• Models and fosters behavior that establishes a culture that values the staff/volunteer partnership and is consistent with the cultural beliefs and values of the Society.
• Excellent written and verbal communication, presentation, and interpersonal skills.
• Excellent computer skills; strong word processing, database management and spreadsheet skills.
• Actively demonstrates the enterprise-wide mindsets:  integrity, collaboration, and stewardship.            Ability to make administrative decisions and judgments on sensitive, confidential issues.
• Ability to work in a fast-paced environment and respond to changing circumstances and priorities in a focused and timely manner.
• Ability to interpret, adapt and apply guidelines and procedures.
• Able to work successfully in a diverse team environment.
• Able to cultivate relationships in a diverse population of community leaders and volunteers.  
• Demonstrated ability in handling multiple priorities, project management, and meeting coordination.
• Bilingual: English/Spanish.

TRAVEL REQUIREMENTS:

• Travel within geographic area, including evening and weekend work required.

PHYSICAL REQUIREMENTS:

• Must have access to car or be able to transport materials to and from meetings and special events/programs.
• Must be able to attend evening and weekend committee meetings, events and programs, if requested. 
• Must be able to lift 30 pounds and perform set up/take down of event equipment.

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.