Senior Executive Assistant & Operations Lead

Stanford University; Menlo Park (CA); On-site; USD 94,000 - 112,000; Full time

Job summary

SLAC National Accelerator Laboratory in Menlo Park, CA, seeks an Executive Administrative Associate to provide complex support to the Director’s Office, handling confidential information and high-priority tasks.

You will independently manage executive calendars, coordinate meetings, site visits, and events, arrange travel, and oversee financial transactions while collaborating with internal and external stakeholders.

Qualifications

• High school diploma or equivalent and six years of relevant administrative experience.
• Experience providing advanced administrative support to senior leaders in a complex, fast-paced environment.
• Advanced proficiency with Microsoft Office applications, Google Workspace, email and calendar systems, virtual meeting platforms, and other administrative productivity tools.
• Demonstrated ability to independently manage complex calendars, coordinate high-volume scheduling, and balance multiple competing priorities.
• Strong organizational and communication skills with discretion and confidentiality.
• Strong interpersonal, customer service, diplomacy, and relationship-building skills.

Responsibilities

• Provide high-level administrative and operational support to executive leadership in the Director’s Office.
• Independently manage multiple complex executive calendars, including high-volume scheduling, prioritization of competing requests, and coordination across internal and external stakeholders.
• Lead planning and coordination for executive meetings, leadership forums, site visits, conferences, and special events, including agendas, attendee communications, logistics, materials, room arrangements, catering, transportation, vendor coordination, and follow-up actions.
• Anticipate the needs of executive leaders and proactively identify solutions to administrative and operational challenges.
• Prepare, edit, format, and distribute executive correspondence, presentations, briefings, meeting materials, reports, and other documents with a high degree of accuracy and professionalism.
• Coordinate travel arrangements; prepare itineraries and support travel-related logistics and expense reporting.
• Oversee and/or process complex financial and administrative transactions, including purchasing, reimbursements, invoices, expense reports, and budget tracking; research and resolve discrepancies as needed.
• Maintain accurate and organized electronic and physical records, files, and shared resources, ensuring appropriate confidentiality and accessibility.
• Provide quality oversight and support continuous improvement of administrative processes, tools, procedures, and communications across the Director’s Office.
• Partner closely with other administrative professionals and operational teams to ensure coordinated coverage, consistency of service, and effective execution of shared priorities.
• Build and maintain productive working relationships with laboratory leadership, staff, faculty, external visitors, partner institutions, vendors, and other stakeholders.
• Exercise independent judgment in handling sensitive and confidential information and in determining appropriate actions, priorities, and escalation pathways.
• Support special projects and perform other related duties as assigned.

Skills

Calendar management

Executive support

Meeting coordination

Travel coordination

Financial & administrative

Confidentiality

Stakeholder management

Communication

Education

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Email/calendar systems

Video conferencing

Job description

SLAC National Accelerator Laboratory in Menlo Park, CA, seeks an Executive Administrative Associate to provide complex support to the Director’s Office, handling confidential information and high-priority tasks.

You will independently manage executive calendars, coordinate meetings, site visits, and events, arrange travel, and oversee financial transactions while collaborating with internal and external stakeholders.