Executive Assistant

California, United States
11 Jan 2019
End of advertisement period
11 Mar 2019
Contract Type
Full Time

The Division of Stem Cell and Transplantation and Regenerative Medicine (SCTRM) in the Department of Pediatrics at Stanford University is seeking an Executive Assistant to provide high level administrative and operational support with limited supervision. This position will support the day-to-day operations for the Division Chief of SCTRM.
The Division is focused on the comprehensive evaluation and care of patients with complex hematological malignancies, bone marrow failure syndromes and a variety of genetic disorders where bone marrow transplantation can provide benefit. Our faculty perform cutting edge research exploring basic biology and translational research opportunities, and we pride ourselves in training physician scientists and performing translational research to find better approaches for the treatment of our patients and advancement of the field.

We are looking for a highly organized self-starter who is enthusiastic, motivated, and is able to adapt to different working styles and needs. The position will support the Division Chief with projects, calendaring, communications, and other executive support. The successful candidate will need to work with little supervision on daily assignments and must be able to take initiative in all tasks.

Duties include: 

  • Act on behalf of the division manager or faculty supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Create complex reports and spreadsheets which may utilize specialized software and systems for sponsored research grants for UTL Faculty with sponsored research grants.
  • Process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. W assist with capital or special equipment requests and/or vendor selection.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, presentation handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

* - Other duties may also be assigned


  • Bachelor’s degree in Health Administration, Business Administration, or related field.
  • Project management experience.
  • Understanding of basic accounting and financial concepts.
  • 3+ years of experience supporting faculty leadership in a fast-paced, constantly changing, and complex environment.
  • Proven self-starter with the ability to take initiative in addressing and overcoming ambiguity.
  • Prior experience at Stanford in an administrative position.


  • High school diploma and four years of administrative experience, or combination of education and relevant experience.


  • Advanced computer skills and demonstrated experience with office software and email applications. 
  • Demonstrated success in following through and completing projects. 
  • Excellent organizational skills and attention to detail. 
  • Strong verbal and written communication skills. 
  • Excellent customer service and interpersonal skills. 
  • Ability to prioritize, multi-task, and assign work to others. 
  • Ability to take initiative and ownership of projects. 
  • Ability to routinely and independently exercise sound judgment in making decisions


  • 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.


  • General office environment.
  • May require travel across campus.