Executive Assistant

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 62,308 - 70,298; Full time

Job summary

A prestigious educational institution in Palo Alto is seeking an Executive Assistant to provide complex administrative support and coordinate various projects. The ideal candidate should have a high school diploma and six years of experience, with advanced computer skills and excellent communication abilities. This full-time role offers an hourly pay range of $45.23 to $51.03.

Qualifications

• Six years of administrative experience or a combination of education and relevant experience.

Responsibilities

• Act on behalf of the supervisor in administrative issues.
• Oversee scheduling and coordinating complex conferences.
• Compose and draft various documents and reports.

Skills

Advanced computer skills

Excellent organizational skills

Excellent verbal and written communication skills

Excellent customer service skills

Ability to prioritize and multi-task

Education

High school diploma

Tools

Office software

Job description

Join to apply for the Executive Assistant role at Stanford University School of Medicine

Stanford University School of Medicine provided pay range

This range is provided by Stanford University School of Medicine. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$45.23/hr - $51.03/hr

Program Manager @ Stanford University School of Medicine

The Department of Radiology at Stanford University is dedicated to excellence in clinical care, research, education, and administration. The people and programs comprising Stanford Radiology are world-renowned. Stanford Radiology’s core strength lies in its people: faculty, who are highly regarded for their deep subspecialty expertise, dedication to patient care, and responsiveness to referring providers; multidisciplinary researchers who continue to push the boundaries of innovation in physics and engineering to develop cutting‑edge methods for enhanced anatomic and functional imaging; staff who are dedicated and engaged in moving the mission of the department, school, and university forward.

Stanford University is seeking an Administrative Associate 4 to provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates.

Duties Include

• 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, timeliness, and providing performance review input.

* - Other duties may also be assigned.

Education & Experience (Required)

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

Knowledge, Skills and Abilities (Required)

• 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.

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.

Work Standards

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

The expected pay range for this position is $45.23 to $51.03 per hour.

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 (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Seniority level

Mid‑Senior level

Employment type

Full-time

Job function

Administrative and Project Management

Industries

Higher Education and Biotechnology Research

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