Assistant to the Executive Director

Stanford University is seeking an Executive Assistant (Administrative Associate 3) to work under the direction of, and provide administrative and operational support to, the WomenLift Health Executive Director. The EA will be an important member of the small and nimble team helping to design, build and implement the ambitious WomenLift Health strategy and work program.

This recruitment is for 1 full-time (100% FTE) position.

Background:

WomenLift Health is housed in Stanford Global Health, in the School of Medicine. Supported by a grant from the Bill & Melinda Gates Foundation, WomenLift Health’s mission is a world where accomplished women leaders can rise to senior positions to collectively transform global health outcomes. WomenLift Health will achieve this through empowering talented mid-career women to advance as health leaders. WomenLift Health has an ambitious strategy to build scalable platforms to deliver interventions supporting women’s leadership in health. Its goal is to reach and empower thousands of women spanning countries, sectors and disciplines and to catalyze not only individual behavior change but also influence change in the organizations and society in which these women live and work. The strategy for transformative change includes:

• Empower, train and cultivate the next generation of mid-career women leaders in health;
• Accelerate and learn from gender-friendly organizational change with a portfolio of institutional partners;
• Support global, regional and local convenings of women and men to share challenges and opportunities;
• Support global, regional and national champions committed to advancing women’s leadership;
• Amplify stories and evidence as well as provide access to e-learning through a scaled digital platform.

Duties include:

• Working with the WomenLift Health Executive Director and Leads, identify and help resolve administrative problems such as obtaining guidance, from Stanford or Donor Administrative teams, to move forward administrative priorities such as hiring or managing grants. As the ED works remotely from Seattle and has significant global travel, the candidate will have an important role in helping to resolve and prioritize “in the moment” demands on the ED; for example, collecting background information to inform the ED about specific issues, re-directing people and engaging other leaders in WomenLift Health or Stanford Global Health to resolve urgent challenges. The candidate will be responsible for keeping the ED informed and connected to day to day office and team issues that may arise.
• The EA will be responsible for scheduling, organizing and operating a number of complex global conferences, with international partners and high level international leaders seminars and events including:
• Coordinating the logistical needs of WomenLift Health Global Advisory Board comprised of 20 senior global leaders who will meet once per year virtually and once per year in person at an international site that will be determined. The in-person meetings with the high-level Board members will require smoothly arranging venues, travel, catering as well as coordinating and disseminating all Board materials and supporting and disseminating meeting summaries.
• Organizing meetings with vendors, sub-awardees, the Bill & Melinda Gates Foundation and global partners, most of which will be held outside of the Bay area.
• Organizing meetings with future Women Leaders in Global health conference hosts and other national partners.
• Be responsible for overseeing the production and distribution of appropriate materials for each event, as well as managing the logistics and event itself within budget and supporting the preparation and dissemination of meeting summaries.
• Compose, edit and/or draft presentation materials (PowerPoint), background documents (Word) and materials, reports and agendas for the WomenLift Health team and Global Advisory Board.
• Create, edit, format and fact check documents, reports, brochures, social media, display and other WomenLift Health content.
• Be responsible for planning and scheduling the ED’s calendar, resolving conflicts and arranging travel in compliance with the university and donors’ policies. This includes her travel to Stanford (every other week), domestic US travel (~4 trips/year) and her international travel (~6 trips/year). The EA may also be responsible for organizing travel for the leadership team when it mirrors the ED’s travel.
• Coordinate and resolve any discrepancies with the ED’s travel expenses and reimbursements and assist with procurement of office supplies and equipment for the WomenLift Health team.
• Coordinate and monitor routine maintenance services for the WomenLift Health team including planning and coordinating office moves, standard equipment repairs or minor renovation projects
• May supervise students and temporary workers hired to supplement the team’s administrative capacity for specific events. The EA’s responsibilities will include helping to schedule, select, assign and prioritize workloads and provide deadlines and oversight of work.

• – Other duties may also be assigned