SOURCING Executive Assistant

As a W2 employee you will have access to health benefits including medical dental and vision coverage.

• Manage a dynamic high-volume executive calendar prioritizing meeting requests and proactively resolving scheduling conflicts.

• Anticipate executive needs and recommend solutions to optimize time and workflow.

• Coordinate and book domestic and international travel including itineraries reservations and logistics.

• Process reimbursements and manage PCard/TCard transactions in compliance with institutional policy.

• Serve as the first point of contact for internal and external stakeholders prioritizing and escalating requests as appropriate.

• Draft and edit correspondence letters departmental communications presentations and summaries on behalf of leadership.

• Attend meetings capture key takeaways and prepare actionable follow-up documentation.

• Maintain confidentiality and professionalism when handling sensitive or high-priority matters.

• Manage multiple executive-driven projects from initiation through completion tracking action items and timelines.

• Support department-wide initiatives meetings and program milestones.

• Use project management tools (e.g. Smartsheet Google Workspace) to track deadlines progress and deliverables.

• Coordinate logistics for faculty meetings retreats and events.

• Maintain organized records digital files and administrative systems.

• Assist leadership with research data gathering and occasional report preparation.

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

• Proven experience managing complex executive-level calendaring.

• Strong proficiency with Google Workspace and Microsoft Office; Smartsheet experience preferred.

• Excellent written and verbal communication skills including proofreading and professional correspondence.

• Ability to multitask prioritize and handle shifting workloads under deadlines.

• Strong judgment discretion and interpersonal skills in working with leadership faculty staff and external partners.

• Ability to work independently with limited direction.

• 2 years of Executive Assistant experience at Stanford University especially within the School of Medicine.

• Experience supporting senior administrators department chairs deans or VPs.

• Experience in higher education healthcare or complex research environments.

• 100% onsite; occasional extended hours may be required depending on executive calendar demands.

• Fast-paced environment requiring professionalism adaptability and sound judgment.

Tekberry offers a $100 referral bonus for referrals resulting in successful placements!

Tekberry Inc. is an equal opportunity employer. Qualified applicants will receive consideration without regard to race color religion sex sexual orientation gender identity national origin protected veteran status disability or any other protected categories under applicable laws.

Tekberry Inc. is a Certified Minority Business Enterprise (MBE) and Certified Disadvantaged Business Enterprise (DBE).

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