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Administration
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85606 Requisition #
The Department of Ophthalmology at Stanford University School of Medicine is seeking an experienced, dynamic Executive Assistant to provide exceptional administrative support to the Department Chairman in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external matters pertaining to the Office of the Chairman, necessitating highly-developed written and verbal communication skills and the ability to exercise professional judgment across a variety of interactions. The Executive Assistant will provide support managing a complex calendar, composing draft correspondences on behalf of the Chairman, and organizing special events that both recognize and support the department faculty and staff throughout the year.

The Executive Assistant must be creative and enjoy working within a large clinical environment that is mission-driven, results-driven and community-oriented. Demonstrated professional administrative experience and high-performing organizational skills will enable the Executive Assistant to maintain a healthy balance among multiple priorities. The ideal candidate will be able to effectively anticipate the needs of the Chairman in order to proactively solve problems and independently handle issues.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant will report to the Director of Finance and Administration and provide direct support to the Department Chairman. For more information about our department, please visit our website: http://med.stanford.edu/ophthalmology.html

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.

* - Other duties may also be assigned


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.
 
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:
  • 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.

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