Events and Administrative Coordinator (Administrative Associate 4)

Stanford University-posted 5 months ago
$44 - $50/Yr
Full-time • Entry Level
Stanford, CA
Educational Services
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The Department of Cardiothoracic Surgery has a long tradition of major contributions in medical research and education, as well as a strong commitment to quality clinical care delivery. The Department is dedicated to expanding its clinical and translational research efforts across various fields including cardiology, cardiac surgery, critical care, and oncology. With an impressive number of sponsored research studies being conducted, this position offers an exciting opportunity for an enthusiastic, motivated, and professional team member. The Department of Cardiothoracic Surgery is seeking a highly skilled and proactive Administrative Associate 4 to provide comprehensive administrative and operational support directly to the Chairman. This pivotal role requires exceptional organizational skills, a strong ability to prioritize, and a keen eye for detail, with a significant emphasis on managing and executing a wide array of high-profile events.

  • Routinely act as the primary point of contact for high-level administrative issues within the Chairman's office, independently evaluating urgency and impact of problems and implementing solutions without direct oversight.
  • Proactively manage the Chairman's exceptionally demanding and intricate calendar, balancing multiple international time zones, sensitive internal meetings, clinical duties, and external commitments.
  • Lead the planning and execution of a wide range of complex departmental events, conferences, and seminars, including managing logistics and budgets.
  • Compose, draft, and edit documents and correspondence for presentations, grants, and reports, while ensuring accuracy of content in various unit documents.
  • Manage and reconcile the Chairman's complex discretionary and research accounts, processing a high volume of diverse transactions.
  • Serve as the administrative support for the Chairman's office, setting internal administrative priorities and managing workflow.
  • May oversee or supervise the day-to-day work of other administrative or support staff, students and/or temporary workers.
  • High school diploma and six years of administrative experience, or combination of education and relevant experience.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent 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.
  • 4-year college degree desired.
  • Comprehensive rewards package including health insurance, retirement plans, and paid time off.
  • Opportunities for professional development and continued education.
  • Flexible work arrangements.
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