Stanford University is seeking an Executive Assistant (Administrative Associate 3) to work under the direction of, and provide administrative and operational support to, the WomenLift Health Executive Director. The EA will be an important member of the small and nimble team helping to design, build and implement the ambitious WomenLift Health strategy and work program.
This recruitment is for 1 full-time (100% FTE) position.
WomenLift Health is housed in Stanford Global Health, in the School of Medicine. Supported by a grant from the Bill & Melinda Gates Foundation, WomenLift Health's mission is a world where accomplished women leaders can rise to senior positions to collectively transform global health outcomes. WomenLift Health will achieve this through empowering talented mid-career women to advance as health leaders. WomenLift Health has an ambitious strategy to build scalable platforms to deliver interventions supporting women's leadership in health. Its goal is to reach and empower thousands of women spanning countries, sectors and disciplines and to catalyze not only individual behavior change but also influence change in the organizations and society in which these women live and work. The strategy for transformative change includes:
Empower, train and cultivate the next generation of mid-career women leaders in health;
Accelerate and learn from gender-friendly organizational change with a portfolio of institutional partners;
Support global, regional and local convenings of women and men to share challenges and opportunities;
Support global, regional and national champions committed to advancing women's leadership;
Amplify stories and evidence as well as provide access to e-learning through a scaled digital platform.
Working with the WomenLift Health Executive Director and Leads, identify and help resolve administrative problems such as obtaining guidance, from Stanford or Donor Administrative teams, to move forward administrative priorities such as hiring or managing grants. As the ED works remotely from Seattle and has significant global travel, the candidate will have an important role in helping to resolve and prioritize in the moment demands on the ED; for example, collecting background information to inform the ED about specific issues, re-directing people and engaging other leaders in WomenLift Health or Stanford Global Health to resolve urgent challenges. The candidate will be responsible for keeping the ED informed and connected to day to day office and team issues that may arise.
The EA will be responsible for scheduling, organizing and operating a number of complex global conferences, with international partners and high level international leaders seminars and events including:
Coordinating the logistical needs of WomenLift Health Global Advisory Board comprised of 20 senior global leaders who will meet once per year virtually and once per year in person at an international site that will be determined. The in-person meetings with the high-level Board members will require smoothly arranging venues, travel, catering as well as coordinating and disseminating all Board materials and supporting and disseminating meeting summaries.
Organizing meetings with vendors, sub-awardees, the Bill & Melinda Gates Foundation and global partners, most of which will be held outside of the Bay area.
Organizing meetings with future Women Leaders in Global health conference hosts and other national partners.
Be responsible for overseeing the production and distribution of appropriate materials for each event, as well as managing the logistics and event itself within budget and supporting the preparation and dissemination of meeting summaries.
Compose, edit and/or draft presentation materials (PowerPoint), background documents (Word) and materials, reports and agendas for the WomenLift Health team and Global Advisory Board.
Create, edit, format and fact check documents, reports, brochures, social media, display and other WomenLift Health content.
Be responsible for planning and scheduling the ED's calendar, resolving conflicts and arranging travel in compliance with the university and donors' policies. This includes her travel to Stanford (every other week), domestic US travel (~4 trips/year) and her international travel (~6 trips/year). The EA may also be responsible for organizing travel for the leadership team when it mirrors the ED's travel.
Coordinate and resolve any discrepancies with the ED's travel expenses and reimbursements and assist with procurement of office supplies and equipment for the WomenLift Health team.
Coordinate and monitor routine maintenance services for the WomenLift Health team including planning and coordinating office moves, standard equipment repairs or minor renovation projects
May supervise students and temporary workers hired to supplement the team's administrative capacity for specific events. The EA's responsibilities will include helping to schedule, select, assign and prioritize workloads and provide deadlines and oversight of work.
* - Other duties may also be assigned DESIRED QUALIFICATIONS:
Bachelor's degree in a related field and 2 or more years of related experience in activities including project coordination, scheduling, tracking, and budgeting.
Background in global health, gender equity, and leadership development.
Knowledge of Stanford's operational systems and processes.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and four years of administrative experience, or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
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.
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.
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.
Location: School of Medicine, Stanford, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 12000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford is an equal empl...oyment 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. Stanford also welcomes applications from others who would bring additional dimensions to the University’s research, teaching and clinical missions.