Executive Assistant 1

The Department of Pathology in Stanford University’s School of Medicine is seeking an Executive Assistant to its Department Chair. This individual is responsible for ensuring all aspects of their schedule, correspondence and travel arrangements are managed in a timely and accurate manner. This position requires the incumbent to work on Stanford’s main campus in Palo Alto, CA.The Department of Pathology is a founding department of the Stanford School of Medicine and one of the leading departments in the United States. Our preeminent faculty spans from emerging leaders to highly accomplished physicians and scientists, including a Nobel laureate and members of the National Academy. Our mission is to improve the diagnosis, treatment, and basic understanding of human disease through discovery (research), education, and clinical care.You will be working with an unparalleled leading-edge community of faculty and staff that are fundamentally changing the world of health care. You will have the opportunity to influence and drive change with your innovative ideas, the ability to make a difference and participate in human advancements. Our culture is fast-paced, energetic, and growing all of the time.We are seeking candidates who are progressive thinkers, see challenges as simply problems to solve, and have the spirit and energy to change the world.About the Position:As an Executive Assistant, you will oversee complex calendaring and manage all aspects of travel. The ideal candidate must be highly organized, exceptionally detail-oriented, and capable of multi-tasking with ease. Regardless of the assignment, you are expected to demonstrate strong business judgment, professional etiquette, and exceptional analytical and problem-solving skills. Along with a positive attitude and pleasant demeanor, you must possess extraordinary communication skills to effectively interact with a diverse group of individuals. This individual will be required to have a strong background in writing and proofing high-level documents. In addition, having prior experience managing an executive's calendar, making complex travel arrangements, and supervising employees is essential. This role will be the supervisor of administrative staff in support of department leadership. Furthermore, experience with regularly interacting with executives and leadership roles is required. Proficiency in Outlook, PowerPoint, Excel, and Qualtrics is essential.Duties include: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.Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature.Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls.Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university.Compose correspondence; develop, review and edit presentations and documentation.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.Will supervise staff and oversee administrative associate’s work.Desired Qualifications:Prior experience managing an executive’s calendar.Prior experience making complex travel arrangements.Prior experience supervising employee(s).Experience interacting with executives and leadership roles.Proficient in Outlook, PowerPoint, Excel, and Qualtrics.Education & Experience (Required):High school diploma and five years of relevant experience or combination of education and relevant experience.Knowledge, Skills, and Abilities (Required):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.Working Conditions:May work flexible work schedule including weekends.This position will be located on Stanford’s campus in Palo Alto, CA.Due to the nature of the work, this position will work fully on-site.The expected pay range for this position is $39.90 to $46.63 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 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 provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees.

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