Job Details

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.

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. The ideal candidate is experienced, dependable, and highly organized—proactive in streamlining systems and meticulous in their work.

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.

Duties include:

• Independently analyze, develop, and implement project plans required to support Catalyst operations for Stanford Medicine.
• 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.
• Organize and manage the execution of numerous one-time and ongoing meetings, task forces, retreats, and events.
• 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 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.
• Gather, submit, track, and manage contracts and POs for a variety of consultants, contractors, and vendors.

Desired Qualifications:

• 8+ years administrative management experience of executive level, C-suite leaders.
• 5+ years office management support.
• Experience in healthcare start-ups, industry, and/or venture capital.
• Proven ability to manage complex calendars, coordinate high-level meetings, and efficiently handle executive communications with discretion.
• Outstanding written and verbal communication skills.
• Ability to create and coordinate operational project plans.
• Experience supporting program marketing efforts, including coordinating communications, managing outreach initiatives, and assisting with the development and distribution of promotional materials.
• Experience leveraging technology for project planning, and for process improvement of workflows.
• Experience supporting executives with daily, weekly and monthly reporting of operational data to include analyzing data for trends.

Education & Experience (Required):

Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills, and Abilities (Required):

• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated exceptional written and verbal communication skills.
• Demonstrated ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Demonstrated experience working independently and as part of a team.
• Relevant subject matter knowledge.
• Ability to direct the work of others, for jobs requiring supervision.

Physical Requirements:

• Constantly perform desk-based computer tasks.
• Frequently stand/walk, sitting, grasp lightly/fine manipulation.
• Occasionally use a telephone.
• Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

Working Conditions:

Occasional evening and weekend hours.

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.

Stanford University is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.