Executive Assistant

Mar 12, 2018
Institution Type
Four-Year Institution

Executive Assistant

Stanford University

Job Number:

The Pediatric Division of Rheumatology at Stanford University is seeking an Administrative Associate 4 to provide complex administrative or operational support with minimal supervision, as well as be responsible for overseeing other administrative staff or subordinates. The Vice President of Medical Affairs is focused on the comprehensive evaluation and care of patients.

We are looking for a highly organized self-starter who is enthusiastic, motivated, and is able to adapt to different working styles and needs. The position will support the Vice President for Medical Affairs with projects, calendaring, communications, and other executive support. The successful candidate will need to work with little supervision on daily assignments and must be able to take initiative in all tasks.

Duties include:

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.

  • Research and/or write background information for meetings. Participate in meetings on supervisor's behalf, inform after the fact.

  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.

  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

  • Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.

  • Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.

  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.

  • Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.

  • Analyze and review material and extract pertinent information for briefing purposes.

  • Positions at this level also include one or more of the following duties:

    • In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.

    • Responsible for leading the administrative functions of a program or unit.

    • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.

    • Serve as building coordinator.

    • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.

  • High school diploma and six years of administrative experience, or combination of education and relevant experience.

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.

  • Bachelor's degree.
  • 3+ years of experience supporting faculty leadership in a fast-paced, constantly changing, and complex environment.
  • Proven self-starter with the ability to take initiative in addressing and overcoming ambiguity.
  • Prior experience at Stanford in an administrative position.
  • 1+ years of experience supervising administrative staff.

  • 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.


  • General office environment.
  • May require travel across campus.

  • 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 based 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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