Executive Assistant

Job description



Executive Assistant

Stanford University

Job Number:
84462

The Stanford Williams Personalized and Translational Neuroscience lab (Williams PanLab) is seeking an Executive Assistant (AA3) to provide complex and diversified administrative and operational support in a fast-paced environment, to the lab Director. In this position, the Executive Assistant would anticipate the needs of senior level managers and proactively solve problems and/or independently handle issues. The Executive Assistant would undertake administrative tasks including assisting with travel arrangements, financial transactions, diary management and meeting coordination. The position would also assist with communications about Williams PanLab activities, and preparing research grant submissions and reports. This position would serve as the main point of contact for internal lab members, external collaborators and guests. There are opportunities for career development and training with this position, as we encourage an environment that fosters growth.

The Williams PanLab is leading the development of a precision health approach to understanding mental health. Our ethos is collaborative, and we work as a team. Our focus is to develop an approach to understanding the continuum of mental health and illness through integrating insights from brain imaging, behavioral testing, life experience data, sensors and machine learning techniques. We are based in Psychiatry and Behavioral Sciences and have launched a new inter-disciplinary Center for Precision Mental Health and Wellness (PMHW).

Duties include:

  • Act on behalf of the Director in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • 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.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial 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) with limited 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.
  • 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 and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

    * - Other duties may also be assigned

    DESIRED QUALIFICATIONS:

  • Bachelor's Degree
  • Previous experience working at a university and research

    EDUCATION & EXPERIENCE (REQUIRED):

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

    KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong 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

    CERTIFICATIONS & LICENSES:

    None

    PHYSICAL REQUIREMENTS*:

  • 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.

    Additional Information
    • Schedule: Full-time
    • Job Code: 4103
    • Employee Status: Regular
    • Grade: F
    • Requisition ID: 84462


    Job:

    Location: School of Medicine, Stanford, California, United States
    Schedule:
    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: 8/28/2019
    Application Due: 8/28/2031
    Work Type:
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