Executive Assistant Jobs

Administration

Executive Assistant

Requisition ID 99648 Job Code 4104 Grade G Employee Status Regular Schedule Full-time Work Arrangement Hybrid Eligible

The Stanford School of Medicine seeks an Executive Assistant to support the Senior Associate Dean of Global Health and help advance the Stanford Center for Innovation in Global Health’s work in reducing health disparities and strengthening health equity worldwide. The Executive Assistant will provide administrative and operational support to the Senior Associate Dean, including managing complex calendars and logistics, processing financial transactions and expenses, organizing frequent international and domestic travel, preparing background materials for the Dean, and serving as a liaison from the Dean’s Office for internal and external constituents.

This position requires senior administrative skills, high flexibility and responsiveness, the ability to juggle multiple competing priorities, a team-oriented approach to work, the ability to work independently and demonstrate diplomacy, judgment, and initiative. Organized, detail-oriented, tech-savy, dynamic and talented individuals interested in working in a fast-paced mission-driven team are encouraged to apply. If you are a highly motivated and flexible administrator looking for an opportunity to have a significant impact in advancing global health equity, this might be the right opportunity for you!

Duties Include

• Arrange complex international travel in compliance with unit, university, and sponsor policies - including arranging complex itieneraries, researching and recommendeing hotels and meeting venues, and preparing pre-trip travel packets with logistics.
• - Other duties may also be assigned
• Act on behalf of the Senior Associate Dean in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform editing and fact checking. Maintain and update Senior
• Associate Dean’s CV and NIH Biosketch. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule complex calendar(s) with limited consultation, resolve calendaring conflicts. Use judgement when conflicts or emerging priorities occur.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies in compliance with university policies.
• Provide flexible customer-service to ensure that the Senior Associate Dean has all necessary resources and support to fulfill her duties.

About Stanford University School Of Medicine

With more than 2,300 faculty, each providing a unique mix of research, education, and patient care effort, organized in 30 academic departments and 16 interdisciplinary institutes and centers, supported by more than 3,900 staff, educating 3,000 students, postdoctoral fellows, clinical residents/fellows, and trainees, and collectively generating about $2.6B in revenues, the School of Medicine is Stanford’s largest school and truly a complex organization.

Holistically, the School of Medicine is rooted in an inclusive culture of excellence and diversity that values innovation, collaboration, and life-long learning. To foster the talents and aspirations of staff, Stanford offers career development programs, competitive pay that keeps pace with market trends, and benefits that increase financial stability and promote healthy, fulfilling lives.

Desired Qualifications

• Experience working in global programs and with global constituencies and visitors.
• Commitment to social justice and health equity.
• Ability to be highly flexible, adaptive, and organized.
• Ability to anticipate the administrative needs of the Senior Associate Dean for Global Health, and proactively act on them.
• Strong proficiency with all Microsoft Office products, especially Outlook, PowerPoint, and Google Docs.
• Strong financial and expenses experience.
• Events planning experience.
• Bachelor's degree highly preferred.
• Excellent customer service, communications, and interpersonal skills.
• Pre- and post-award grants and research management experience.

Education & Experience (required)

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

Knowledge, Skills And Abilities (required)

• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Advanced computer skills and demonstrated experience with office software and email applications.
• Proven success in following through and completing projects.
• Ability to take initiative and ownership of projects.

PHYSICAL REQUIREMENTS*:

• Frequently sitting.
• Constantly perform desk-based computer tasks.
• 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.

Work Standards

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
• 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,
• 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.

The expected pay range for this position is $76,000 to $101,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. 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. The Cardinal at Work website (