Executive Administrator (Hybrid Opportunity)

Stanford Reglab; United States; Hybrid; USD 85,000 - 120,000; Full time

Job summary

Stanford University’s Division of Cardiovascular Medicine seeks an exceptional Executive Administrator to serve as strategic operational partner to the Division Chief and Division Director. Hybrid work arrangement, fast-paced academic medical environment, and emphasis on accuracy, follow-through, and life-saving innovation.

The ideal candidate will bring a Bachelor’s degree and 4+ years of senior-level administrative experience, with strong project ownership and superb communication and

Qualifications

• Bachelor's degree and 4+ years of high-level executive administrative experience
• Proven track record partnering with senior leadership or C-suite executives
• Working knowledge of Stanford’s financial ecosystems and digital tools
• Thrives in a fast-paced academic medical environment supporting life-saving innovation

Responsibilities

• Act on behalf of the supervisor and chair to establish priorities and resolve administrative problems
• Schedule, organize, and operate complex conferences, seminars, and events with vendors and budgets
• Draft documents and correspondence; research, edit, and fact-check content
• Plan and schedule calendars; arrange travel in compliance with policies
• Create complex reports and spreadsheets using specialized software
• Oversee financial transactions; monitor and reconcile budget statements
• Coordinate office moves and remodeling projects
• Analyze material to extract pertinent briefing information

Skills

Executive administrative experience

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Multi-tasking

Initiative and ownership

Education

Bachelor's degree

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 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.

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

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.