Executive Office Administrator

Job Locations US-PA-Philadelphia
Executive Office
Regular Full-Time


Organizational Profile.


The American Association for Cancer Research (AACR), with more than 50,000 members residing in 129 countries and territories, is the first and largest organization in the world dedicated to advances in all areas of high-quality, innovative cancer research. Its mission is to prevent and cure all cancers.  The programs and activities of the AACR foster the exchange of new knowledge among scientists and physicians in the cancer field as well as in related biomedical sciences.  AACR publishes ten peer-reviewed scientific journals and an award-winning magazine for cancer patients and their loved ones; convenes topical scientific conferences and an annual meeting that draws more than 22,500  participants; offers educational workshops that train young investigators in a variety of scientific and clinical areas; funds fellowships, career development awards, and research grants for both senior and junior investigators; raises public awareness of the progress in and reasons for hope in the biology, detection, diagnosis, treatment, and prevention of cancer; engages actively in advocacy for increased federal research funding and other national policies that accelerate progress against cancer; and interacts with regulatory agencies to support regulatory science and policy. 


Job Summary:

The AACR is seeking an experienced administrator to support the C-Level staff in a non-profit environment with international outreach. The primary responsibility of the Executive Office Administrator is to provide administrative support to the Assistant Director, Director, and the CEO regarding projects and activities for the Board of Directors as well as assisting with other administrative tasks in order to facilitate the operations of the Executive Office.


Major Duties and Responsibilities:

  • Provide administrative support to the Assistant Director
  • Serve as the primary contact with the offices of the members of the Board of Directors
  • Organize in-person and virtual Board of Directors meetings
    (Major tasks include:  scheduling, asssisting agenda development, collecting meeting presentations and materials, constructing meetings on SharePoint site, and writing action items and minutes)
  • Administer the AACR Annual Elections throughout the nomination and election processes
    (Major tasks include:  development of election slate, preparation of election materials, and various internal and external communication and coordination to ensure a successful election)
  • Organize the in-person orientation for the President-Elect
  • Assist in the development of the Officers’ Annual Meeting Schedules as well as other preparations needed for the Annual Meeting
  • Support the Assistant Director in preparation for the teleconferences of the AACR Project GENIE External Advisory Board and other meetings of the Executive Office
  • Prepare emails, documents, and reports of internal meetings, as directed
  • Identify important departmental documents for inclusion in the archives
  • Perform other tasks as assigned


Job Qualifications:

  • Minimum 6–8 years of administrative experience in a non-profit organization
  • Excellent written and oral communication skills
  • Exceptional attention to detail skill
  • Strong organizational skills, including managing, tracking, and retaining important Executive Office documents
  • Excellent editing and proofreading skills
  • Familiarity with management of C-level office or Executive Office environment
  • Ability to travel for business
  • Solid knowledge of Microsoft Office Suites



  • Bachelor’s degree required, Master’s degree a plus


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