Executive Assistant I

🔍 School of Medicine: Porter Drive, Stanford, California, United States

New

📁: Administration

📅   : 1 day ago Post Date

📅   : 105627 Requisition #

Stanford Otolaryngology – Head & Neck Surgery (OHNS) has a warm and collegial culture among our community of Faculty, Residents, Fellows/Instructors, Researchers, and Administrative Staff.

In this high-impact role, you will serve as an Executive/Project Coordinator in supporting the mission and vision of our department while acting as the primary liaison for both internal and external stakeholders within the Department of Otolaryngology- Head & Neck Surgery - Chairs Office. We are seeking an Executive/Project Coordinator, an accomplished administrative leader with a hybrid work arrangement (4 days onsite), who brings extensive experience in managing complex logistical operations and delivering exceptional support in a fast-paced, collaborative environment.

As a trusted Executive/Project Coordinator to the Department Chair’s Office, you will proactively anticipate needs, resolve challenges with minimal oversight, and provide seamless support in a dynamic and multifaceted setting. The ideal candidate will demonstrate superior autonomy, a keen sense of initiative, and a strong command of organizational strategy. Critical skills include exceptional business acumen, exemplary written and verbal communication abilities, adept multitasking, meticulous attention to detail, and a team-oriented mindset capable of fostering connections across our diverse academic and medical ecosystem.

If you are ready to contribute to a team dedicated to excellence in precision healthcare, cutting-edge research, and innovative education in otolaryngology – head & neck surgery, this role offers a unique opportunity to advance your career while shaping the future of education, healthcare, and research. Join us in our mission to lead and transform the field as a global center of excellence.

Apply today to be a part of this exciting journey! (please include a cover letter with resume)

Mission Statement:

To deliver exceptional, innovative care in otolaryngology — head & neck surgery; to advance frontiers of knowledge; to educate patients, clinicians and researchers who will serve and inspire the global community to expand what is possible in medicine.
We foster a collaborative, compassionate and inclusive culture that embraces diversity and social responsibility.

Visit us at: https://med.stanford.edu/ohns/about.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.
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.
Collaborate with senior designers and content experts to continually organize, display, and build new website content in a manner most effective for web consumption. Write, edit and schedule select marketing communications which adhere to communications and brand strategy for a variety of channels (i.e., web, print, email, online).
Perform various exploratory, information gathering and research functions to obtain factual information for written publication/communication. Compose written material for diverse audiences, across a variety of channels.
May supervise staff, as necessary.

(The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility.)

*-Other duties may also be assigned.

DESIRED QUALIFICATIONS:

Demonstrates good judgement, discretion, emotional maturity, genuineness, self-confidence, creativity, diplomacy, and tact. This job requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum as well as an ability to communicate and build relationships across broad audiences.
Experience in an Academic Medical School setting.
Holds a Writing/English Certification.
Prior Stanford University experience.
Exposure to a research functionality.

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.

WORKING CONDITIONS:

May require working flexible hours, including nights and weekends.

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.

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.

Why Stanford:

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 speak.
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!

The expected pay range for this position is $42.79 to $48.81 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Additional Information