Executive Assistant

Job description

Executive Assistant

Stanford University

Job Number:

Executive Assistant, Principal Gifts (Executive Assistant 1)
Job Code: 4160Job Grade: G

This position is scheduled to move to the new Stanford Redwood City campus in mid-2019.

Note: Not all unique aspects of the job are covered by this job description

The Principal Gifts team in Medical Center Development (MCD) seeks a candidate who thrives in a fast paced environment and enjoys being part of a small collaborative team. The Principal Gifts program is responsible for raising gifts of $10M+ from individuals for Stanford Medicine's highest priorities. The successful candidate will have excellent communication skills, enjoy working with a wide variety of people, and have the ability to multitask quickly and professionally in response to requests from clients. The Development Coordinator role requires patience, flexibility, sharp attention to detail, a high level of professionalism, a keen sense of priorities, and a superb level of tact and discretion.

Under direct supervision, provide administrative and routine support to fundraising programs and activities. Work with frontline fundraising staff, donors, volunteers, and other university staff to assist in establishing and maintaining relationships with all university constituencies.

Stanford is committed to a donor-centric approach to development. Every member of the Office of Development staff plays a role in providing the university's donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience.

Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the chief development officer and proactively solve problems and/or independently handle issues.


  • Provide complex project and administrative support.
  • Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts.
  • Assist in the design, publication and production of fundraising materials.
  • Draft meeting agendas, correspondence, and emails. Record and distribute meeting notes.
  • Enter contact reports, solicitation information, and other relevant content regarding donor engagement in external relations database.
  • Facilitate the processing of gift agreement documentation and records.
  • Facilitate the scheduling of meetings on behalf of leadership, faculty, and senior team members.
  • Independently prioritize, plan, coordinate and/or oversee logistics, travel arrangements, visits, and project work with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
  • Retrieve information about prospects and donros, update records, and generate simple reports using the university external relations database.
  • Build a network of relevant contacts and stay informed on current university initiatives and activities. Build strong relationships with the School of Medicine Dean's office, Stanford Health Care Administrative suite, and Office of Development senior administrative staff.
  • Manage complex business travel in compliance with unit, university, and sponsor policies.
  • Assist in the planning and implementation of events and donor cultivation, as needed
  • Review and track funds and report on use of gits, as assigned.
  • Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
  • Track budget(s) and process reimbursements for department.
  • May also supervise staff.

    * - Other duties may also be assigned

    MINIMUM REQUIREMENTS: Education & Experience:
    High school diploma and five years of relevant experience or combination of education and relevant experience.
    Knowledge, Skills and Abilities:

  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with Microsoft Office suite; knowledge of database systems, such as Microsoft Access.
  • Strong verbal and written communication skills.
  • Strong organizational skills and attention to detail.
  • Ability to work efficiently, juggle tasks simultaneously, meet deadlines, and achieve goals.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality.
  • Excellent interpersonal skills and ability to interact with a wide range of people.
  • Ability to multi-task, manage and adapt to competing priorities to meet deadlines.
    Certifications and Licenses: None
  • 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 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

    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.


    Location: Office of Development, California, United States
    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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    Job No:
    Posted: 1/8/2019
    Application Due: 3/11/2019
    Work Type: