"Executive Assistant and Project Manager"

Main Work Location:

Stanford Redwood City campus

Schedule:

Hybrid (at least 2 days per week on site)

How to Apply:

To be considered, please submit a cover letter and resume along with your online application.

The Office of Development (OOD) advances Stanford’s mission by raising philanthropic support from alumni, parents, families, friends, and institutional funders. Working in concert with volunteers and academic leaders, OOD staff members strive to accelerate Stanford’s purposeful impact in the world. 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.

Stanford Medicine is a world-class academic medical institution comprising Stanford University School of Medicine, a research-intensive medical school, and Stanford Health Care, a regional hospital system that is nationally recognized for quality patient care and leading-edge technology. Stanford’s top-ranking Medical Center Development (MCD) team supports the goals and purposes of Stanford Medicine, including a significant focus on securing resources to realize the aspirations of the medical enterprise in alignment with the Stanford University-wide strategic vision.

MCD is seeking a driven, detail-oriented individual possessing good judgment, diplomacy, discretion, and a desire to help advance the important work of the Stanford School of Medicine and Stanford Health Care. The successful candidate will become an integral member of MCD’s senior leadership support structure and a high-performing, fast-paced team interfacing with fundraisers, partner teams, and others across and beyond MCD.

Reporting to the Chief of Staff and Executive Director of Development Operations, the Executive Assistant and Project Manager (EA/PM) will primarily support the Senior Associate Vice President (SAVP) for Medical Center Development with complex calendaring, travel arrangements and itineraries, and processing of financial transactions. Additionally, serving as a project manager, the EA/PM will communicate with donors, draft correspondence on behalf of the SAVP, and write and edit briefings for institutional leaders. The EA/PM will also assist other team members with calendaring, tracking, and research as needed. Occasional assistance with small-scale events will also be required.

This position requires extensive experience in organizing information and materials, and the ability to synthesize diverse inputs for effective decision-making to tackle dynamic requests. Candidates should possess superior administrative skills, high flexibility, and responsiveness, as well as the capability to manage competing priorities independently and with initiative. Comfort with uncertainty is essential. Organized, detail-oriented, and service-minded individuals eager to be part of a fast-paced, mission-driven team are encouraged to apply.

In this role you will:

• Manage a complex calendar with limited or no consultation; resolve and anticipate calendaring conflicts for the SAVP; negotiate and manage the needs of individuals or groups requesting time with the leader.
• Represent the SAVP by being the point of contact for internal and external entities, guests, collaborators, and inquiries.
• Monitor and advance multiple projects simultaneously. Anticipate and track dates, events, and associated action items; follow up with appropriate parties on behalf of SAVP or supervisor to ensure deadlines are met. Assist SAVP with their own action items, tracking and ensuring deadlines are met.
• Manage complex business travel. Develop detailed itineraries, and make and confirm reservations for flights, hotels, ground transportation, meals, and other travel elements.
• Manage purchases and verify financial transactions in compliance with unit and university policies.
• Independently prioritize, plan, and coordinate meeting logistics with individuals and entities internal and external to the university, including executive and senior-level staff, donors, and volunteers. Occasionally manage small to medium-sized events, including group meetings and related logistics. Staff Stanford Health Care or School of Medicine events as needed.
• Draft correspondence; develop, review, and edit briefings, contact reports, donor communications, presentations, and documents; independently research and analyze associated issues and/or compile materials as needed; take, disseminate, and organize meeting notes as requested.
• Assist with research activities to inform strategies and stewardship for donors, prospective donors, and initiatives. Includes: retrieving and synthesizing donor and prospective donor information, updating records, and generating reports using OOD’s Salesforce database and financial reporting systems.
• Assist the Chief of Staff and Deputy Chief of Staff with calendaring, tracking, and special projects.
• Other duties as assigned.

To be successful in this role, you will bring:

• A bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.
• Outstanding communication skills and exceptional attention to detail and follow-through.
• Demonstrated ability to be highly proactive and resourceful, synthesize information from many sources, prioritize own work, and multi-task in a dynamic environment.
• Ability to exercise discretion in working with highly confidential and sensitive information.
• Sound judgment, anticipation of needs, and independence in making decisions.
• Demonstrated experience working both independently and as part of a team.

In addition, our preferred requirements include:

• Experience in development/fundraising or an interest in philanthropy
• Experience in higher education

The expected pay range for this position is $100,023 – $124,516 per annum.

Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. At Stanford University, base pay represents only one aspect of the comprehensive rewards package.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Physical Requirements:

• Constantly perform desk-based computer tasks.
• Frequently stand/walk, sitting, grasp lightly/fine manipulation.
• Occasionally use a telephone.
• Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

Working Conditions:

• May require working flexible hours, including nights and weekends.
• Travel may be required.