Executive Assistant I🔍School of Medicine, Stanford, California, United States📁Administration📅Aug 02, 2021 Post Date📅89892 Requisition #Stanford University, one of Silicon Valley’s largest and most unique institutions, is seeking an Executive Assistant 1 to provide complex and diversified administrative support to the School of Medicine’s Department of Otolaryngology – Head & Neck Surgery (OHNS) Chair. Within a dynamic environment the candidate will anticipate the needs of Chair to proactively solve problems and/or independently handle issues. Candidate may work autonomously and will have a strong business acumen, excellent writing skills, ability to multi-task, be extremely organized & detailed, self-motivated, team oriented, and must hold masterful communication skills that allow high level interactions within a diverse academic and medical community.

Stanford Otolaryngology – Head & Neck Surgery (OHNS) has a warm and collegial culture among our community of Faculty, Residents, Fellows/Instructors, Researchers, and Administrative Staff.

OHNS Primary Missions:

• To provide the highest possible quality of care to our patients.
• To provide the finest possible educational experience for our trainees including medical students, residents, fellows, and physicians in practice.
• To sustain a culture which fosters imagination, creativity, innovation, and discovery.
• To engage in high impact basic and translational research seeking improved understanding of causes of disease, more efficient diagnosis, and introduction of novel therapies.
• To invent new technological applications designed to optimize therapy of challenging clinical problems as well as to overcome disabilities brought on by illness.
• To collaborate widely with Stanford bioscience and engineering and worldwide across industry and academia to join our quest to overcome otolaryngological diseases.

Visit us at: https://med.stanford.edu/ohns.html

Executive Assistant to OHNS Chair’s Office Duties include:

Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.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.Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.Manage complex business travel in compliance with unit, university, and sponsor policies.Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.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.

(The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.)

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications. Excellent verbal and written communication skills, including editing and proofreading.Excellent planning and organizational skills.Ability to take initiative and ownership of projects.Demonstrated ability to handle sensitive issues and maintain confidentiality.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.

DESIRED QUALIFICATIONS:

Demonstrates good judgement, discretion, emotional maturity, genuineness, self-confidence, creativity, diplomacy, and tact. This job requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences. Some additional requirements include:

• Experience in an Academic Medical School setting.
• Holds a Writing/English Certification.
• Prior Stanford University experience.
• Exposure to a research functionality.

WORKING CONDITIONS:

May require working flexible hours, including nights and weekends.

WORK STANDARDS:

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.

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.

Why Stanford:
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.A caring culture. We provide superb retirement plans, generous time-off, and family care resources.A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.Discovery and fun. Stroll through historic sculptures, trails, and museums.Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

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

Additional Information

• Schedule: Full-time
• Job Code: 4160
• Employee Status: Regular
• Grade: G
• Department URL: http://med.stanford.edu/ohns/
• Requisition ID: 89892