"Executive Assistant"

The Stanford Center for Biomedical Ethics (SCBE) in the School of Medicine is dedicated to interdisciplinary research and education in biomedical ethics and provides clinical and research ethics consultation. SCBE also serves as a scholarly resource on emerging ethical issues raised by medicine and biomedical research.

We are seeking an Executive Assistant to provide complex and diversified administrative support with minimal supervision. Anticipate the needs of senior-level managers or the chair and proactively solve problems and/or independently handle issues. May be responsible for leading other administrative staff or subordinates.

This is a busy position requiring a high level of professionalism, productivity, accuracy, initiative, sound judgment and decision-making, attention to detail, and follow-through. We are seeking an experienced Executive Assistant to join our dynamic team. The ideal candidate will have a minimum of two years of experience in a similar role, and should be comfortable dealing with executive-level responsibilities, including maintaining schedules, handling communications, and conducting administrative tasks. Moreover, they must have a very strong customer service and work ethic, excellent communication and technical skills, be a collaborative problem-solver, and interact well with all levels in a culturally diverse population.

This is a 100% FTE, continuing position. This position will be based on the Stanford campus and will be considered for an option of telecommuting (hybrid of working on-site and off-site), subject to operational need.

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.
• Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
• 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.
• May also supervise staff.

* - Other duties may also be assigned

EDUCATION & EXPERIENCE (REQUIRED):

Bachelor's degree in business administration, communications, or related field OR High school diploma and five years of relevant experience or combination of education and relevant experience.

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.

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.

WORKING CONDITIONS:

• May work a flexible work schedule, including weekends.

The expected pay range for this position is $43.19 to $49.83 per hour.