"Executive Assistant to the Chair and Director of Finance and Administration (DFA)"

Stanford University is one of the world’s most renowned universities. Sitting in the heart of the San Francisco Bay Area among the valley’s most progressive companies, the School of Medicine is seeking candidates to fulfill the role of Executive Assistant to the Chair and Director of Finance and Administration (DFA) in the Department of Obstetrics and Gynecology. You will be working with an unparalleled leading edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference, and participate in human advancements. Our culture is fast paced, energetic and growing all the time.

We are seeking experienced Executive Assistant candidates to provide high-level administrative support to the Department Chair and DFA. This is a trusted role requiring a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact. The Executive Assistant will be expected to manage complex and competing priorities in a dynamic academic medical environment. We seek candidates who are progressive thinkers, see challenges as simply problems to solve, and whose spirit, energy and commitment provides a welcome and encouraging face for the academic offices.

The Executive Assistant will oversee intricate calendar management, coordinate meetings and departmental initiatives, manage confidential communications, and serve as a central point of contact for faculty, university and hospital leaderships, and external partners. The role operates with minimal supervision and requires strong organizational skills, professionalism, and the ability to anticipate needs and solve problems independently. This is a hybrid position located at Stanford University Palo Alto campus, requiring an on-site presence with the option to telecommute on some days based on operational needs.

The ideal candidate brings experience supporting senior academic or executive leaders, thrives in a fast-paced environment, and demonstrates exceptional attention to detail and follow-through.

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 be assigned.

DESIRED QUALIFICATIONS:

• Current or previous Stanford experience desired.
• Prior experience working in a high level academic or medical center environment preferred.
• Experience with Stanford on-line ordering and financial reporting systems
• Knowledge of medical terminology.

EDUCATION & EXPERIENCE (REQUIRED):

• High school diploma and five years of relevant experience or combination of education and relevant experience.
• A caliber of maturity necessary for this role

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 strong phone handling skills and active listening
• Editing and proofreading.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintains confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Build sustainable relationships of trust through open and interactive communication
• Communicates and coordinate with internal and external department leaders
• Ability to multi-task, adapt to changing priorities and meet deadlines.
• Communicate courteously by telephone, email, letter and face to face

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 flexible work schedule including weekends.

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