Easter Seals Jobs

Executive Assistant

School of Medicine, Stanford, California, United States

Administration

Post Date May 03, 2024

Requisition # 103133

The Department of Obstetrics and Gynecology in the School of Medicine is seeking candidates to fill the role of Executive Assistant to the Chair. The Executive Assistant supports the Chair in planning her day-to-day activities and has frequent and regular interaction with OBGYN faculty, our hospital partners, and the Dean’s Office, and requires a high level of professionalism, flexibility, discretion, judgment, and tact. We are seeking experienced Executive Assistant candidates with a proven track record of proactive problem-solving whose spirit, energy and commitment provides a welcome and encouraging face for the academic offices. This is a hybrid position, but most work days will be on site at our Palo Alto campus location.

Our department mission is to improve the health of women and people of all genders through innovative and compassionate care, education, advocacy, and discovery. We have a vision to be local and global leaders, advancing and transforming the health of women and people of all genders across the lifespan. Our faculty is committed to the highest level of basic and clinical research in Obstetric and Gynecologic science. Our culture is fast paced, energetic and growing all of the time.

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 supervise staff.

*Other duties may be assigned.

DESIRED QUALIFICATIONS:

• Current or previous Stanford experience desired.

• Prior experience working in a high level academic or medical center environment preferred.

• Experience with Stanford on-line ordering and financial reporting systems

• Knowledge of medical terminology.

EDUCATION & EXPERIENCE (REQUIRED):

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

• A caliber of maturity necessary for this role

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 strong phone handling skills and active listening

• Editing and proofreading.

• Excellent planning and organizational skills.

• Ability to take initiative and ownership of projects.

• Demonstrated ability to handle sensitive issues and maintains confidentiality.

• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.

• Build sustainable relationships of trust through open and interactive communication

• Communicates and coordinate with internal and external department leaders

• Ability to multi-task, adapt to changing priorities and meet deadlines.

• Communicate courteously by telephone, email, letter and face to face

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.

The expected pay range for this position is $39.90 to $46.63 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.

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 acontact 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

• Schedule: Full-time

• Job Code: 4148

• Employee Status: Regular

• Grade: G

• Requisition ID: 103133

• Work Arrangement : Hybrid Eligible