Job Description

Title: Executive Assistant

Location: Stanford, CA

Duration: 3 Months

Rate: $25-$30/Hour on W2

Job Description:

Complex calendaring:

• The Chair of DBDS has a very dynamic calendar with a great number of meeting requests, so her EA must anticipate her needs and act independently to triage meeting requests, schedule and reschedule.
• Will need to develop a calendaring system with the Chair to manage the constant meeting requests & outstanding items.

Establish priorities and resolve problems:

• The EA will understand the needs and priorities of the Department, Chair, and leadership team, and act in support of those by identifying and resolving problems. Expected to routinely work independently in this area, seeking guidance from the Chair and DFA as needed.

Serve as liaison between the Chair and various internal and external constituencies:

• The EA will be the first point of contact for internal and external colleagues. Must be able to understand and evaluate requests and prioritize them for the Chair.
• Event planning, including planning logistics for monthly department faculty meetings.
• Draft letters of recommendation, emails, department communications, and other correspondence for the department Chair based upon meetings the EA attends on behalf of the chair, internal/external rules and regulations, etc.

Manage travel reservations:

• Must be able to successfully manage complex travel arrangements for the chair and other visiting VIP’s.
• Process reimbursements and clear PCard and Tcard expenses.
• Responsible for distilling information and preparing reports to disseminate information to the Chair and department; must independently offer recommendations and conclusions.
• Constantly manage multiple complex projects associated with Chair; must expertly manage all details to ensure the Chair understands what is expected of her for all requests, meetings, etc.

Skills needed:

• Demonstrated high-level administrative experience, which includes advanced computer skills and demonstrated experience with office software and email applications. Preferably experience with Smartsheet.
• 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.
• And 100% on-site would be the preference.

Requirements:

Prefer someone with at least 2 years of Stanford University EA experience (preferably in the School of Medicine), has strong technical and communication skills, is able to manage high-volume calendaring requests, a quick learner, has strong organizational skills, is able to multitask, prioritize, and handle sensitive information with tact.

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

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