Administrative and Event Coordinator
Company: Leadstack Inc
Location: Redwood City
Posted on: May 24, 2023
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Job Description:
Job Details:
Title: Administrative and Event Coordinator
Location: Redwood city, CA.
Remote/onsite/hybrid: Hybrid 2-3 days on campus per week
Duration of project (start and end date): 1-6 months with option of
temp to perm
How many years of experience are required? High school diploma and
four years of administrative experience, or combination of
education and relevant experience. Two-year college degree or
greater highly preferred.
Will this role extend or possibly convert to a Stanford FTE? yes,
if we find the right candidate
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The AA3, supporting the Exec Director of Industry Relations and the
Exec Director of Catalyst, has a key role in organizing the
day-to-day operations for the IRDH group office. Successful AA3s
will be exceptionally organized, highly motivated, customer-service
oriented, capable of working independently, and experienced working
with faculty, senior leaders, and physicians.
There are leading indicators that suggest health care is about to
experience a digital health wave that could very well revolutionize
the industry. -
The AA3 will engage with world renowned faculty and need to
interact effectively with a wide range of individuals at many
levels. -
Duties include:
Act on behalf of the Exec Director Industry Relations and Exec
Director of Catalyst, and the IRDH Office in regard to establishing
priorities and identifying and resolving problems that are
administrative in nature.
Independently schedule regular meetings for the IRDH Team, and
multiple external collaborations. Schedule speakers, rooms, and
equipment. Prepare documents and make any other arrangements as
necessary to ensure successful outcomes. Attend meetings as
requested to set up equipment and/or distribute materials. Maintain
an efficient and appropriate archival system for all meeting and
project materials.
Provide support for other meetings, forums, retreats, multi-day
courses, advisory boards, and events hosted by the IRDH Office.
Plan and schedule calendar(s) with limited consultation, resolve
calendaring conflicts, and arrange travel in compliance with unit,
university, and sponsor policies.
Oversee and/or process a variety of complex financial transactions.
Produce, monitor, and reconcile budget reports. Research, identify,
and resolve discrepancies. Submit and track purchase requisitions,
vendor agreements, and invoices. May assist with capital or special
equipment requests and/or vendor selection.
Compose and draft documents and correspondence for presentations,
course handouts, conferences, seminars, and reports. Perform
substantial editing and fact checking. Create, maintain, modify,
and/or ensure accuracy of content in various unit documents,
displays, reports, brochures, social media, and/or websites.
Plan and coordinate office moves and/or space and equipment needs
for the expanding team. Schedule and coordinate interview
schedules.
Provide support ordering and maintaining supply and material
inventory.
Create complex reports and spreadsheets which may utilize
specialized software and systems.
EDUCATION & EXPERIENCE (REQUIRED): -High school diploma and four
years of administrative experience, or combination of education and
relevant experience. Two-year college degree or greater highly
preferred.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Interpersonal and communication skills to work with physicians,
faculty, staff and students with tact and diplomacy.
Fantastic written skills, ensuring the purpose/main ideas/thesis is
always clearly stated in documents.
Advanced computer skills and demonstrated experience with office
software and email applications. Familiarity with both a MAC and
PC. Must be proficient with Word, Excel, PowerPoint, Outlook,
Google Suite, and ability to use various online software tools
(e.g., Lucidchart, Mural, etc.)
Demonstrated success in following through and completing
projects.
Excellent organizational skills and attention to detail.
Polished verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, set goals and expectations, and
meet deadlines. Effectively communicating variance to deadlines or
expectations, when necessary.
Ability to take initiative and ownership of projects.
Ability to routinely and independently exercise sound judgment in
making decisions.
Project management skills to ensure deadlines are met.
Understanding of the demands of executive level positions and the
ability to meet these demands with tact and diplomacy.
Takes precaution and understands the importance of projects/tasks
that may be under privacy and/or a Non-Disclosure Agreement
(NDA)
Advanced gathering skills and interrogation skills
Ability to work independently - self-started and proactive
Excellent, communication, conflict management, collaboration and
influence skills
PHYSICAL REQUIREMENTS*:
Constantly perform desk-based computer tasks.
Frequently sitting.
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.
WORK STANDARDS:
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
For Top 3 Requirements -a) polished professionalism written
communications (emails, calendar invites)
b) complex calendar management
c) Demonstrated ability to take initiative
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Best Regards,
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Keywords: Leadstack Inc, Redwood City , Administrative and Event Coordinator, Administration, Clerical , Redwood City, California
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