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Executive Assistant

Executive Assistant

TekberryStanford, CA, United States
1 day ago
Job type
  • Full-time
Job description

Title : Executive Assistant

Pay Rate Range : $30 -35 / hr (DOE)

Employment Type : Contract

Schedule : Full-time, Monday-Friday, 8 : 00 AM - 4 : 30 PM (100% Onsite)

Location : Stanford, CA 94305

Tekberry is looking for a highly qualified and motivated Executive Assistant I to work onsite with our client, a world-class academic and research institution. In this role, you will support senior leadership by managing complex calendaring, high-level communications, confidential information, and multiple concurrent administrative projects. The ideal candidate is proactive, highly organized, and excels in a fast-paced environment with shifting priorities.

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

Responsibilities

Executive Support & Complex Calendaring (40%)

  • 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.

Communication & Liaison Support (30%)

  • 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.

    • Project Coordination (20%)

  • 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.

    • Operational & Event Support (10%)

  • 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.

    • Must-Have Qualifications

  • 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.

    • Preferred Qualifications

  • 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.

    • Work Environment

  • 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) .

    By submitting your resume, you consent to receive communications from our organization via text message. All texts are sent by real people, and we look forward to connecting with you about this opportunity!

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    Executive Assistant • Stanford, CA, United States