Virtual EA

This is a hybrid position based on Stanford’s Palo Alto campus, with on-site presence required and limited telecommuting available based on operational needs.

Stanford University is one of the world’s most renowned universities. Located in the San Francisco Bay Area, Stanford University’s School of Medicine is seeking an Executive Assistant to provide dedicated, high-level administrative support to the Chair of the Department of Urology. You will join a collaborative community of faculty and staff supporting clinical care, research, and education. The environment is fast-paced and highly interactive, and your work will directly enable the Chair’s priorities and the department’s success.

In this trusted, high-visibility role, you will provide executive-level administrative support to the Department Chair. You will manage complex and competing priorities with professionalism, flexibility, discretion, sound judgment, diplomacy, and tact. You’ll thrive here if you take initiative, enjoy solving problems, and bring a calm, welcoming, service-oriented presence to the Chair’s office.

You will oversee complex calendar management, coordinate meetings and departmental initiatives, and manage confidential communications. You will also serve as a central point of contact for faculty, university and hospital leadership, and a broad range of internal and external stakeholders. The role operates with minimal supervision and requires excellent organizational skills, strong attention to detail, and the ability to anticipate needs and resolve issues independently.

The ideal candidate brings experience supporting senior academic or executive leaders, thrives in a fast-paced environment, and demonstrates exceptional attention to detail and follow-through.

DESIRED QUALIFICATIONS:

Bachelor’s degree and/or advanced training in business administration or a related field.

Prior experience supporting a senior leader (e.g., Chair, Division Chief, Dean-level leader, C-suite, or equivalent).

Demonstrated experience managing highly complex calendars and competing priorities in a fast-paced environment with significant external stakeholders.

Experience coordinating high-level events/visits and complex logistics (multi-party meetings, VIP visitors, donor/external partner engagements).

Experience handling sensitive/confidential matters and communications on behalf of senior leadership.

Strong proficiency with common collaboration tools (e.g., Outlook/Teams/Zoom and document collaboration tools); ability to quickly learn new systems.

Experience working in a matrixed environment and coordinating effectively with operational leaders (e.g., finance/operations/HR partners) while supporting an executive.

Core Duties:

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.

Minimum Education and Experience
High school diploma and five years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities :

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.

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