Executive Assistant, Principal Gifts

California, United States
14 Dec 2019
End of advertisement period
10 Feb 2020
Contract Type
Full Time


Stanford is committed to a donor-centric approach to development.  Every member of the Office of Development staff plays a role in providing the university’s donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience. The Principal Gifts program within Medical Center Development (MCD) is responsible for raising gifts of $10M+ from individuals for Stanford Medicine’s highest priorities.

The Principal Gifts team seeks an Executive Assistant who thrives in a fast paced environment, enjoys being part of a small collaborative team, enjoys working with a wide variety of people, and has the ability to multitask quickly and professionally in response to requests from clients. You will have patience, flexibility, a high level of professionalism, a keen sense of priorities, and a superb level of tact and discretion.  Under direct supervision, you will provide administrative and routine support to fundraising programs and activities.  You will work with frontline fundraising staff, donors, volunteers, and other university staff to assist in establishing and maintaining relationships with all university constituencies.


Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the chief development officer and proactively solve problems and/or independently handle issues.

Your responsibilities include*:

  • Providing complex project and administrative support.
  • Planning and scheduling complex calendar(s) with limited or no consultation, resolving calendaring conflicts.
  • Assisting in the design, publication and production of fundraising materials.
  • Drafting meeting agendas, correspondence, and emails.  Recording and distributing meeting notes.
  • Entering contact reports, solicitation information, and other relevant content regarding donor engagement in external relations database.
  • Facilitating the processing of gift agreement documentation and records.
  • Facilitating the scheduling of meetings on behalf of leadership, faculty, and senior team members.
  • Independently prioritizing, planning, coordinating and/or overseeing logistics, travel arrangements, visits, and project work with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
  • Retrieving information about prospects and donors, updating records, and generating simple reports using the university external relations database.
  • Building a network of relevant contacts and staying informed on current university initiatives and activities.  Building strong relationships with the School of Medicine Dean’s office, Stanford Health Care Administrative suite, and Office of Development senior administrative staff.
  • Managing complex business travel in compliance with unit, university, and sponsor policies.
  • Assisting in the planning and implementation of events and donor cultivation, as needed
  • Reviewing and tracking funds, and reporting on use of giftss, as assigned.
  • Managing multiple projects simultaneously. Anticipating and tracking initial dates, events and associated action items; following up with appropriate parties on behalf of supervisor to ensure deadlines are met.
  • Tracking budget(s) and processing reimbursements for department.
  • May also supervise staff.

* - Other duties may also be assigned

To be successful in this position, you will bring:

  • High school diploma and five years of relevant experience or combination of education and relevant experience.
  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with Microsoft Office suite; knowledge of database systems, such as Microsoft Access.
  • Strong verbal and written communication skills.
  • Strong organizational skills and sharp attention to detail.
  • Ability to work efficiently, juggle tasks simultaneously, meet deadlines, and achieve goals.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality.
  • Excellent interpersonal skills and ability to interact with a wide range of people.
  • Ability to multi-task, manage and adapt to competing priorities to meet deadlines.


  • 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.


  • May work flexible work schedule including weekends.


  • 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, https://adminguide.stanford.edu

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speaker.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and resume along with your online application.

*Only candidates that submit a resume and cover letter will be reviewed.

Additional Information

  • Schedule: Full-time
  • Job Code: 4160
  • Employee Status: Regular
  • Grade: G

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