Executive Assistant

Location
California, United States
Posted
26 Aug 2020
End of advertisement period
26 Oct 2020
Ref
86947
Contract Type
Permanent
Hours
Full Time

The Department of Biomedical Data Science (DBDS) in the Stanford University School of Medicine is diverse, equitable, and inclusive group at the forefront of precision health innovation. Our world-renowned faculty work on a variety of complex problems that create advancements in healthcare treatments and therapies. The DBDS administration is a team-first organization that is interdependent on its members to meet the high expectations and demands of our faculty. We are seeking an excellent experienced administrator to fulfill the role of Executive Assistant (EA) to our Department Chair. The EA needs to be independent, strong, detail-oriented, and able to cope with the demands of a very challenging and rewarding position. In addition, the EA needs to be a strong partner to DBDS leadership, a leader to other administrators, and a role model for success and professionalism.

Duties include:

  • 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 direct other DBDS staff.

* - Other duties may also be assigned.

DESIRED QUALIFICATIONS:

  • Extensive Stanford administrative experience
  • Extensive experience working with University faculty; proved ability to coordinate complex schedules, events, meetings, etc.

EDUCATION & EXPERIENCE (REQUIRED):

High school diploma and five years of relevant experience or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

  • 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.

CERTIFICATIONS & LICENSES:

None

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 (from JDL):

  • 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.

Additional Information

  • Schedule: Full-time
  • Job Code: 4160
  • Employee Status: Regular
  • Grade: G
  • Requisition ID: 86947
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