Executive Assistant 2

Feb 26, 2018
Institution Type
Four-Year Institution

Executive Assistant 2

Stanford University

Job Number:

Executive Administrator, Dean's Office

A key position in the Dean's Office, the Executive Administrator has primary responsibility for managing the Dean's schedule. Discretion and confidentiality are critical to the position. The duties of this position require extensive knowledge of the University, medical school and hospital/clinical environments as well as knowledge of the Dean's position and priorities with regard to a wide range of issues. This is a busy role where each day brings a new set of objectives, priorities and demands. It requires someone who can exercise absolute discretion and good judgment and can take significant initiative. The successful candidate will work at the highest levels of the organization, interfacing regularly with School and University leaders, faculty, staff and external constituencies on a broad variety of confidential and complex issues. The successful candidate will be self-motivated, quick thinking, flexible and be able to juggle multiple and diverse responsibilities with a strong emphasis on organizational skills and an unwavering attention to detail at all times. In addition, because this position is frequently the initial contact with the Dean, it is critical that the successful candidate have a welcoming and highly professional manner.

The nature of the responsibilities of this position may require the ability to work evenings and weekends.

  • Manage the Dean's calendar of meetings, appointments and special events; organize high-level meetings with constituencies as required; anticipate schedule conflicts and take initiative to resolve them in a timely manner.
  • Ensure the preparedness of the Dean for daily meetings, events and trips, and work with others to ensure briefing materials are prepared appropriately and on time.
  • Coordinate travel plans and itineraries for the Dean in a manner that promotes the best use of time and efficiency and minimizes potential travel issues.
  • Prepare and edit letters, memos and other correspondence for the Dean.
  • Screen and respond to the Dean's phone calls as needed; handle highly confidential information with an appropriate level of discretion; maintain effective and proactive communication with faculty, staff, alumni, administrators and students as required.
  • Maintain a broad overview of the Dean's commitments, both personal and professional, to optimize the use of his time.
  • Organize and maintain the workings of the executive's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.
  • Represent the Dean and the School of Medicine and serve as the Dean's liaison to other offices, agencies and individuals, both internal and external to the University.
  • Share duties with an Operations Manager including travel preparation, filing, copying of correspondence.
  • The Executive Administrator must be capable of exercising independent judgment in making decisions regarding usage of the Dean's time, in making decisions as to how to approach issues involving the Dean and in determining which issues should be directed to others. To do this the Executive Administrator must become thoroughly familiar with the Dean's activities, commitments, policies, projects and priorities, professional and otherwise, and must have or develop a commitment to the Dean's vision for the School of Medicine.
  • The Executive Administrator must be, or quickly become, knowledgeable about University policies and procedures, including the relationship of the School to the major affiliated hospitals. An understanding of and how the medical center and clinical programs operate will also be important. It is critical for the Executive Administrator to see the big picture and keep the Dean's goals firmly in mind.
  • The Executive Administrator must be discreet and confidential in handling sensitive issues.
  • The Executive Administrator must be able judge the relative importance of issues and act independently to address them; work with the appropriate sense of urgency and have a drive for results. He or she must be highly self-motivated, persistent, dependable and independent, requiring minimal supervision.
  • The Executive Administrator must exercise independent, excellent judgment and represent the Dean in a highly professional manner as a representative to both internal and external constituencies.
  • Demonstrated ability to accept changes to deadlines and schedules with tact and diplomacy.
Competencies required:
  • Organizational skills: independently prioritize and manage multiple tasks simultaneously, often under pressure in a fast-paced environment; demonstrated ability to juggle multiple competing projects, and demands to meet these commitments with accuracy and the desired outcome.
  • Interpersonal skills: tact, poise, professionalism, diplomacy, teamwork and the ability to get on well with a variety of diverse personalities and people at various organizational levels including office personnel.
  • Communication skills: excellent oral and written abilities. Produce complete, correct, professional documents and materials with careful attention to detail. Raise questions and ask for clarification when new or unusual circumstances or situations arise.
  • Problem solving: understand the importance of resolving complex issues quickly; know when to act independently and when to seek advice.
Experience required:
  • Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.
  • Experience and strong knowledge in a variety of computer software applications in word processing, spreadsheets, database and presentation software {MSWord, Excel, PowerPoint).
  • Experience and strong knowledge of calendaring in MS Outlook or other calendaring systems.
Experience strongly preferred:
  • Prior work experience in fast-paced environment at a large or complex organization
  • Understanding of the organization of Stanford Medicine or similar academic medical center.
* - Other duties may also be assigned
  • Prior work experience in fast-paced environment at a large or complex organization
  • Understanding of the organization of Stanford Medicine or similar academic medical center.

Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.

  • Demonstrated extensive high-level administrative experience supporting executive level individuals.
  • Excellent verbal and written communication skills, including editing and proofreading.
  • Excellent planning and organizational skills.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality.
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
  • Contextual understanding of executive's role within the university framework.
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
  • Ability to multi-task, adapt to changing priorities and meet deadlines.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl
*- Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


May work flexible work schedule including weekends.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors bases on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

Job: Administration

Location: School of Medicine
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.


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