Executive Administrator (Hybrid Opportunity)

Stanford University School of Medicine; Palo Alto (CA); Hybrid; USD 110,000 - 150,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

Stanford University School of Medicine’s Division of Cardiovascular Medicine seeks an exceptional Executive Administrator as the strategic operational partner and direct support to the Division Chief and Division Director, reporting to the Administrative Team Director.

The role requires polished professionalism, rigorous project ownership, and white-glove executive support in a fast-paced academic medical environment.

Qualifications

• Bachelor’s degree.
• 4+ years of high-level executive administrative experience with senior leadership/C-suite.
• Working knowledge of Stanford’s financial ecosystems, enterprise platforms, and digital tools.
• A passion for fast-paced academic medical environments and life-saving innovation.

Responsibilities

• Act on behalf of supervisor or chair to establish priorities and resolve administrative problems.
• Research and write background information for meetings; participate in meetings on supervisor’s behalf.
• Schedule, organize, and operate complex conferences, seminars and events within budget; coordinate with vendors.
• Draft documents for presentations, course handouts, grants, conferences, seminars and reports; ensure content accuracy in unit documents, displays and websites.
• Plan and schedule calendars, resolve conflicts, and arrange travel per policies.
• Create complex reports/spreadsheets using specialized software; make recommendations from reports.
• Oversee complex financial transactions; monitor budgets; assist with capital requests and vendor selection.
• Coordinate office moves and remodels.
• Analyze material for briefing purposes.

Skills

Executive support

Project ownership

Communication

Prioritize & multitask

Follow-through

Education

Bachelor’s degree

High school diploma

Six years administrative experience

Job description

Job Description The Division of Cardiovascular Medicine at Stanford University invites an exceptional, high-caliber Executive Administrator to join our elite team. Operating at the forefront of medical discovery, our dynamic division is driven by 100+ world-class faculty, clinician-educators, and instructors dedicated to transforming the prevention and treatment of cardiovascular disease through groundbreaking research, education, and clinical care. In this high-visibility role, you will serve as the strategic operational partner and direct support to the Division Chief and Division Director, while reporting to the Administrative Team Director. We are seeking a proactive, polished professional who thrives in a fast-paced academic medical environment, brings rigorous project ownership, and delivers white-glove executive support. If you are a master of follow-through with a passion for academic excellence and institutional impact, we want to hear from you.

Job Description The Division of Cardiovascular Medicine at Stanford University invites an exceptional, high-caliber Executive Administrator to join our elite team. Operating at the forefront of medical discovery, our dynamic division is driven by 100+ world-class faculty, clinician-educators, and instructors dedicated to transforming the prevention and treatment of cardiovascular disease through groundbreaking research, education, and clinical care. In this high-visibility role, you will serve as the strategic operational partner and direct support to the Division Chief and Division Director, while reporting to the Administrative Team Director. We are seeking a proactive, polished professional who thrives in a fast-paced academic medical environment, brings rigorous project ownership, and delivers white-glove executive support. If you are a master of follow-through with a passion for academic excellence and institutional impact, we want to hear from you.

The Division of Cardiovascular Medicine at Stanford University invites an exceptional, high-caliber Executive Administrator to join our elite team. Operating at the forefront of medical discovery, our dynamic division is driven by 100+ world-class faculty, clinician-educators, and instructors dedicated to transforming the prevention and treatment of cardiovascular disease through groundbreaking research, education, and clinical care. In this high-visibility role, you will serve as the strategic operational partner and direct support to the Division Chief and Division Director, while reporting to the Administrative Team Director. We are seeking a proactive, polished professional who thrives in a fast-paced academic medical environment, brings rigorous project ownership, and delivers white-glove executive support. If you are a master of follow-through with a passion for academic excellence and institutional impact, we want to hear from you.

The Ideal Candidate Will Have

• A Bachelor’s degree.
• 4+ years of high-level executive administrative experience, having a proven track record of partnering seamlessly with senior leadership or C-suite executives.
• Working knowledge of Stanford’s unique financial ecosystems, enterprise platforms, and digital tools.
• A genuine passion for thriving in a fast-paced, high-impact academic medical environment where every operational detail supports life‑saving medical innovation.

This is a hybrid opportunity.

Responsibilities

Core Duties

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.

Positions at this level also include one or more of the following duties:

• In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
• Responsible for leading the administrative functions of a program or unit.
• Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
• Serve as building coordinator.
• Oversee or supervise day‑to‑day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education And Experience

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

Knowledge, Skills And Abilities

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