Administrative Manager to Catalyst Executive Director & Catalyst Program Administrator

Administrative Manager to Catalyst Executive Director & Catalyst Program Administrator

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Stanford Medicine, Catalyst serves as Stanford Medicine’s flagship innovation program to support inventors across the Stanford community in developing and accelerating their most promising innovations for transformative health. Catalyst supports impactful, prototype‑stage innovations across the spectrum of healthcare and fosters these innovations by offering up to $1M in capital, mentorship, and access to industry experts. Chosen projects also receive program management, validation resources, testing and deployment within a regional health care system, go‑to‑market resources, readiness for independence, and exposure to outside investors.

This position supports the Executive Director of Catalyst and the entire Catalyst team by implementing operations and projects, providing seamless administrative and operational assistance with minimal supervision. As a small and growing team, we value candidates who are willing to take on any task—no job is too small or too big—and who demonstrate flexibility and nimbleness in adapting to the evolving needs of the team.

The ideal candidate is experienced, dependable, and highly organized—proactive in streamlining systems and meticulous in their work. In a dynamic environment, dependability, sound judgment, initiative, and follow‑through are vital to strengthening this new team’s foundation and driving operational improvements. The selected candidate will demonstrate effective decision‑making, strong communication skills, attention to detail, and a collaborative, respectful approach to relationship management.

This role offers the chance to help lead a healthcare transformation at Stanford—working at the forefront of innovation with internal stakeholders across Stanford Medicine and University, as well as with external industry leaders and clinicians. It is an opportunity to work alongside trailblazers from science, medicine, and technology, advancing Stanford Medicine's mission to translate research into groundbreaking solutions. The hybrid position requires on‑site presence three days per week in the Catalyst Office in Stanford Research Park, Palo Alto.

Duties include:

• Independently analyze, develop, and implement project plans required to support Catalyst operations for Stanford Medicine. Project plans may include development of missions/goals, outputs, intended benefits, rosters of project participants and key stakeholders, inventories of available resources, lists of needed resources, and project phases and associated benchmarks.

• Create efficient processes and systems that support Catalyst programs, project teams, operations, and office operations.

• Prepare complex data presentations and documents to summarize and clarify operational activities and historical trends and to contribute to improved planning decisions and predictions.

• Organize and manage the execution of numerous one‑time and ongoing meetings, task forces, retreats, and events. Develop or contribute to the design of agendas including background information (bios, etc), invitations, venue, logistics, and budgets. Meetings may range in size from 4 to 40, and may include external VIP stakeholders, requiring additional customer centric engagement.

• Serve as first point of contact and subject matter expert for the Executive Director and represent the Executive Director in a professional and highly confidential manner.

• Manage complex executive calendars and anticipate needs daily to ensure that the executive's time is being optimally leveraged.

• Manage full cycle business travel (air, hotel, car, expenses, etc.) in compliance with unit, university, and sponsor policies.

• Engage professionally, amiably, and in a polished manner with world renowned faculty, senior leaders in Industry, and a wide range of individuals at many levels, both inside Stanford and with outside partners.

• Gather, submit, track, and manage contracts and POs for a variety of…