Executive Assistant

Stanford University

Stanford, CA

ID: 7075970
Posted: March 12, 2021
Application Deadline: Open Until Filled

Job Description

The Division of Pediatric Critical Care Medicine at Stanford University is seeking an Administrative Associate 3 to provide executive level administrative and operational support with limited supervision. The incumbent will primarily support the Division Chief and Medical Director. S/he is expected to intuitively translate incoming requests and indirect requirements into achievable goals; s/he will create systems and processes through which objectives are met in a timely manner and with the highest quality. The incumbent will coordinate all activities of the Division Chief in liaison with other members of the Division and the Department at large.

Duties include:

Act on behalf of the supervisor, and chief 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 events 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 maintain the Division website.
Serve as the primary liaison between the Division and the Department for all Academic Affairs, Credentialing and Billing actions.
Under the direction of the Medical Director – create and maintain the on-call/attending schedule for MD’s attending in the Pediatric Intensive Care Unit.
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. May plan and coordinate office moves and/or minor renovation projects.
* - Other duties may also be assigned


Experience providing high-level administrative support
Advanced computer skills including but not limited to PowerPoint, Adobe Acrobat, Excel, Photoshop and web-based management.

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.


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