Executive Assistant

The Department of Cardiothoracic Surgery at Stanford University Medical Center takes pride in the rich tradition of excellence and pioneering firsts that have made it one of the top cardiac and thoracic programs in the nation. Our long and distinguished legacy of research dates back to the late 1950s — our most notable triumphs being the first adult human heart transplant in the United States, the world's first successful adult human combined heart-lung transplant, the first successful use of a ventricular device as a bridge to transplantation, the first thoracic aortic stent graft, and the development of the first integrated platform for minimally invasive heart surgery.

https://med.stanford.edu/ctsurgery

Stanford University invites applications for the position of Executive Assistant 1, a key role supporting the Chairman in one of the world’s foremost institutions of research, education, and innovation. The successful candidate will serve as a trusted partner to the Chairman, anticipating needs, resolving challenges with sound judgment and initiative, and managing a broad range of complex responsibilities with a high degree of independence. The position involves regular collaboration with distinguished colleagues, clients, and external organizations, and may include leadership of fellow administrative staff. For a seasoned professional who takes pride in operational excellence and wishes to contribute to the mission of a respected university, this role offers meaningful work and the opportunity to make a visible impact.

About the Role

Stanford University is seeking an Executive Assistant 1 to provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the Chairman (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.