Executive Assistant

California, United States
24 Jun 2020
End of advertisement period
24 Aug 2020
Contract Type
Full Time

The Department of Pediatrics, Division of Neonatal and Developmental Medicine aims to provide optimum state-of -the-art care for critically ill and recovering neonates and infants. We are dedicated to the School of Medicine's mission of advancing and exploring innovative and novel biomedical, translational, and clinical research and education through the nurturing stimulation of interactions among basic and clinical scientists, clinicians, and educators throughout the School of Medicine and University, as well as with the private and public sectors. Through our integrated research, education, patient, and community outreach programs, we are committed to maintaining the highest standards of academic medicine and patient care.

The Division is seeking a 1.0 FTE, full time Executive Assistant (Administrative Associate 3) to provide administrative or operational support with limited supervision to the Division Chief and his lab. The Division Chief support will entail anticipation of needs, strategic thinking, and a high level of professionalism. In addition to the Division Chief, the Executive Assistant will work closely with the Division Manager, Finance Operations Manager, and Chief of Staff to gather and prepare data to assist the Division Chief in making business decisions. The Executive Assistant will act as Office Manager for one of the Division’s offices as well as lead administrative associate for the Division, offering guidance and advice to others administrative associates on University procedures, and helping to triage requests from faculty and staff. While supervision of other administrative staff is not expected at this time this may be an area of growth for the future. Internal experience will be helpful but not required for this role.

Duties include:

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • 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, course 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.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • 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


  • Four-year college degree or equivalent experience desired.
  • In-depth knowledge and understanding of administrative principles and practices, as well as ability to assimilate functional operating knowledge of Stanford University
  • Experience in the health care setting with business-related field
  • Experience with Stanford Oracle Financials
  • Excellent communication skills, both in writing and orally, and ability to interact comfortably with high profile individuals. Comprehensive knowledge of English grammar, syntax, punctuation, spelling, and editorial process. Strong interpersonal communication skills: Excellent listening, analytical and interpretive skills as well as mature judgment, political acumen, tact, and diplomacy in handling extremely sensitive and/or confidential matters.
  • Demonstrated experience in managing projects with an ability to analyze, plan, organize and work independently or as a team player with energy, resilience, and good humor.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.


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.

Additional Information

  • Schedule: Full-time
  • Job Code: 4103
  • Employee Status: Regular
  • Grade: F
  • Department URL: http://pediatrics.stanford.edu/
  • Requisition ID: 86788

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