Executive Assistant 1

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Stanford University is seeking an Executive Assistant 1 to provide complex and diversified administrative support with minimal supervision. Anticipate the needs of senior-level manager or chair and proactively solve problems. May lead other administrative staff.

The role requires high discretion, strong communication, and impeccable organizational skills to manage calendars, travel, and confidential information within a university setting.

Qualifications

• High school diploma and at least five years of relevant experience.
• Advanced computer skills with office software and email applications.
• Excellent verbal and written communication; editing and proofreading.
• Ability to handle sensitive information with confidentiality.
• Strong organizational skills and multitasking.

Responsibilities

• Plan and manage complex calendar with limited supervision and resolve conflicts.
• Act on behalf of supervisor to establish priorities and resolve administrative issues.
• Serve as liaison to internal and external constituencies and screen communications.
• Coordinate logistics for meetings and conferences with senior staff, donors, and officials.
• Prepare correspondence and presentations; research and analyze issues as needed.
• Manage business travel in accordance with policies and procedures.
• Prepare reports and analyses and monitor progress on action items.
• May supervise administrative staff.

Skills

Calendar management

Communication

Problem solving

Project coordination

Discretion/confidentiality

Interpersonal skills

Education

High school diploma

Job description

Job Description

Stanford University is seeking an Executive Assistant 1 to provide complex and diversified administrative support with minimal supervision. Anticipate the needs of senior-level manager or chair (subsequently referred to as “supervisor” for this document) and proactively solve problems and/or independently handle issues. May be responsible for leading other administrative staff or subordinates.

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.

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, http://adminguide.stanford.edu.

Responsibilities

Core Duties

• 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.

Minimum Education And Experience

High school diploma and five years of relevant experience or combination of education and relevant experience.

Knowledge, Skills And Abilities

• 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 editing and proofreading.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to multi-task, adapt to changing priorities and meet deadlines.