Executive Assistant and Project Manager, Medical Center Development

Executive Assistant and Project Manager (EA/PM)

Main

Work Location:

Stanford Redwood City campus
Schedule: Hybrid (at least 2 days per week on site)

The Office of Development (OOD) advances Stanford’s mission by raising philanthropic support from alumni, parents, families, friends, and institutional funders. Working in concert with volunteers and academic leaders, OOD staff members strive to accelerate Stanford’s purposeful impact in the world. Stanford is committed to a donor‑centric approach to development. Every member of the Office of Development staff plays a role in providing the university’s donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience.

Stanford Medicine is a world‑class academic medical institution comprising Stanford University School of Medicine
, a research‑intensive medical school, and Stanford Health Care, a regional hospital system that is nationally recognized for quality patient care and leading‑edge technology. Stanford’s top‑ranking Medical Center Development (MCD) team supports the goals and purposes of Stanford Medicine, including a significant focus on securing resources to realize the aspirations of the medical enterprise in alignment with the Stanford University‑wide strategic vision.

MCD is seeking a driven, detail‑oriented individual possessing good judgment, diplomacy, discretion, and a desire to help advance the important work of the Stanford School of Medicine and Stanford Health Care. The successful candidate will become an integral member of MCD’s senior leadership support structure and a high‑performing, fast‑paced team interfacing with fundraisers, partner teams, and others across and beyond MCD.

Reporting to the Chief of Staff and Executive Director of Development Operations, the Executive Assistant and Project Manager (EA/PM) will primarily support the Senior Associate Vice President (SAVP) for Medical Center Development with complex calendaring, travel arrangements and itineraries, and processing of financial transactions. Additionally, serving as a project manager, the EA/PM will communicate with donors, draft correspondence on behalf of the SAVP, and write and edit briefings for institutional leaders.

The EA/PM will also assist other team members with calendaring, tracking, and research as needed. Occasional assistance with small‑scale events will also be required.

• Manage a complex calendar with limited or no consultation; resolve and anticipate calendaring conflicts for the SAVP; negotiate and manage the needs of individuals or groups requesting time with the leader.
• Represent the SAVP by being the point of contact for internal and external entities, guests, collaborators, and inquiries.
• Monitor and advance multiple projects simultaneously. Anticipate and track dates, events, and associated action items; follow up with appropriate parties on behalf of SAVP or supervisor to ensure deadlines are met. Assist SAVP with their own action items, tracking and ensuring deadlines are met.
• Manage complex business travel. Develop detailed itineraries, and make and confirm reservations for flights, hotels, ground transportation, meals, and other travel elements.
• Manage purchases and verify financial transactions in compliance with unit and university policies.
• Independently prioritize, plan, and coordinate meeting logistics with individuals and entities internal and external to the university, including executive and senior‑level staff, donors, and volunteers. Occasionally manage small to medium‑sized events, including group meetings and related logistics. Staff Stanford Health Care or School of Medicine events as needed.
• Draft correspondence; develop, review, and edit briefings, contact reports, donor communications, presentations, and documents; independently research and analyze associated issues and/or compile materials as needed; take, disseminate, and organize meeting notes as requested.
• Assist with research activities to inform strategies and stewardship for donors, prospective donors, and initiatives. Includes: retrieving and synthesizing donor and prospective donor information,…