Executive Assistant 1

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.
• 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.

Responsibilities

Provide dedicated, high-level administrative support to the Chair of the Department of Urology.

Requirements

The ideal candidate brings experience supporting senior academic or executive leaders, thrives in a fast-paced environment, and demonstrates exceptional attention to detail and follow-through.

Qualifications

• Bachelor’s degree and/or advanced training in business administration or a related field.
• Prior experience supporting a senior leader (e.g., Chair, Division Chief, Dean-level leader, C-suite, or equivalent).
• Demonstrated experience managing highly complex calendars and competing priorities in a fast-paced environment with significant external stakeholders.
• Experience coordinating high-level events/visits and complex logistics (multi-party meetings, VIP visitors, donor/external partner engagements).
• Experience handling sensitive/confidential matters and communications on behalf of senior leadership.
• Strong proficiency with common collaboration tools (e.g., Outlook/Teams/Zoom and document collaboration tools); ability to quickly learn new systems.
• Experience working in a matrixed environment and coordinating effectively with operational leaders (e.g., finance/operations/HR partners) while supporting an executive.

Skills

• 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.
• Demonstrated 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.

Benefits

Hybrid position based on Stanford’s Palo Alto campus, with on-site presence required and limited telecommuting available based on operational needs.

Pay

Details TBD

Schedule

Details TBD