Executive Assistant to the Chair

$89,003 - $101,525/Yr

Stanford University - Stanford, CA

Full-time - Entry Level

Remote - Stanford, CA

Educational Services

About the position

The Executive Assistant to the Chair at Stanford University's Institute for Immunity, Transplantation and Infection (ITI) provides comprehensive administrative support to Professor Bali Pulendran, the incoming Institute Chair. This role requires a proactive approach to managing complex calendars, logistics, and travel arrangements while maintaining confidentiality and professionalism. The position is integral to the department's operations, requiring strong organizational skills, effective communication, and the ability to work independently in a fast-paced environment.

Responsibilities

• Plan and schedule complex calendar(s) with limited or no consultation, resolving calendaring conflicts.
• Negotiate and manage the needs of individuals or groups requesting time with the Chair and leadership team.
• Represent the supervisor by attending meetings in his/her absence and speaking on behalf of the supervisor.
• Act on behalf of the Chair and leadership team in establishing priorities and resolving administrative problems.
• Serve as the liaison to various internal and external constituencies, screening correspondence and telephone calls.
• Independently prioritize, plan, coordinate and oversee logistics and conferences with internal and external entities.
• Compose correspondence and develop, review, and edit presentations and documentation.
• Manage complex business travel in compliance with unit, university, and sponsor policies.
• Prepare reports and analyses, identifying adverse trends and making recommendations.
• Manage multiple projects simultaneously and ensure deadlines are met.

Requirements

• High school diploma or GED with five years of relevant administrative experience.
• Strong customer service skills and experience in an academic/medical setting.
• Exceptional organizational skills and attention to detail.
• Excellent verbal and written communication skills, including editing and proofreading.
• Ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to take initiative and ownership of projects.

Nice-to-haves

• Bachelor's degree highly preferred.
• Prior experience at Stanford University.
• Experience in website development and events planning.
• Ability to think creatively and adapt to quick changes in schedule.

Benefits

• Comprehensive rewards package including health insurance, retirement plans, and paid time off.