Inside Higher Ed
Administrative Manager to Catalyst Executive Director & Catalyst Program Adminis
Inside Higher Ed, Stanford, California, United States, 94305
Administrative Manager to Catalyst Executive Director & Catalyst Program Administrator
Location:
School of Medicine, Stanford University, Palo Alto, California, United States
Work Arrangement:
Hybrid – on-site presence three days per week in the Catalyst Office, Stanford Research Park.
Catalyst serves as Stanford Medicine’s flagship innovation program, supporting inventors across the Stanford community in developing and accelerating prototype‑stage innovations. The role supports the Executive Director and the Catalyst team by implementing operations, projects, and administrative assistance with minimal supervision.
Duties
Independently analyze, develop, and implement project plans for Catalyst operations, including missions, goals, outputs, stakeholder rosters, resource inventories, and project phases.
Create efficient processes and systems to support Catalyst programs and office operations.
Prepare complex data presentations and documents to summarize operational activities, historical trends, and improve planning decisions.
Organize and manage the execution of meetings, task forces, retreats, and events, including agenda design, logistics, and budgeting.
Serve as first point of contact and subject matter expert for the Executive Director, representing the Executive Director professionally and confidentially.
Manage the Executive Director’s calendar, anticipate needs, and optimize time utilization.
Oversee full‑cycle business travel arrangements in compliance with policies.
Engage professionally with faculty, industry leaders, and partners at all levels.
Gather, submit, track, and manage contracts, purchase orders, and expense requests related to consultants and vendors.
Complete other related duties as assigned.
Desired Qualifications
8+ years of executive‑level administrative management experience with C‑suite leaders.
5+ years of office management support.
Experience in healthcare start‑ups, industry, or venture capital.
Proven ability to manage complex calendars and coordinate high‑level meetings with discretion.
Outstanding written and verbal communication skills.
Ability to create and coordinate operational project plans (e.g., office setup, moves).
Experience supporting program marketing efforts and promotional material development.
Proficiency with technology tools such as Excel, SmartSheets, and Asana for project planning and workflow improvement.
Experience supporting executives with operational data reporting and trend analysis.
Education & Experience (required) Bachelor’s degree and at least three years of relevant experience, or an equivalent combination of education and experience.
Knowledge, Skills, and Abilities (required)
Ability to prioritize own work and multi‑task.
Excellent organizational skills.
Exceptional written and verbal communication skills.
Initiative and ownership of projects.
Sound judgment in independent decision making.
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
Desk‑based computer tasks.
Frequent standing, walking, sitting, and fine manipulation.
Occasional phone use.
Rare lifting / carrying / pushing / pulling of items 11–20 pounds.
University provides reasonable accommodation for disabilities.
Working Conditions Occasional evening and weekend hours.
Work Standards
Interpersonal skills: Works well with Stanford colleagues, clients, and external organizations.
Promotes a culture of safety: Commits to personal responsibility, communicates safety concerns, and uses safe behaviors.
Compliance with all applicable University policies and the Administrative Guide.
Pay Range:
$100,023 to $124,516 per annum (based on experience and qualifications).
Stanford University provides pay ranges reflecting good faith estimates. The offer will be based on the scope, responsibilities, qualifications, and other factors.
Stanford offers a comprehensive rewards package – see
https://cardinalatwork.stanford.edu/benefits-rewards
for details.
Stanford provides reasonable accommodations for applicants and employees with disabilities.
Stanford 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.
The job duties listed are typical examples of work performed. Specific duties may vary without changing the overall nature of the role. Employees may also perform other duties as assigned.
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School of Medicine, Stanford University, Palo Alto, California, United States
Work Arrangement:
Hybrid – on-site presence three days per week in the Catalyst Office, Stanford Research Park.
Catalyst serves as Stanford Medicine’s flagship innovation program, supporting inventors across the Stanford community in developing and accelerating prototype‑stage innovations. The role supports the Executive Director and the Catalyst team by implementing operations, projects, and administrative assistance with minimal supervision.
Duties
Independently analyze, develop, and implement project plans for Catalyst operations, including missions, goals, outputs, stakeholder rosters, resource inventories, and project phases.
Create efficient processes and systems to support Catalyst programs and office operations.
Prepare complex data presentations and documents to summarize operational activities, historical trends, and improve planning decisions.
Organize and manage the execution of meetings, task forces, retreats, and events, including agenda design, logistics, and budgeting.
Serve as first point of contact and subject matter expert for the Executive Director, representing the Executive Director professionally and confidentially.
Manage the Executive Director’s calendar, anticipate needs, and optimize time utilization.
Oversee full‑cycle business travel arrangements in compliance with policies.
Engage professionally with faculty, industry leaders, and partners at all levels.
Gather, submit, track, and manage contracts, purchase orders, and expense requests related to consultants and vendors.
Complete other related duties as assigned.
Desired Qualifications
8+ years of executive‑level administrative management experience with C‑suite leaders.
5+ years of office management support.
Experience in healthcare start‑ups, industry, or venture capital.
Proven ability to manage complex calendars and coordinate high‑level meetings with discretion.
Outstanding written and verbal communication skills.
Ability to create and coordinate operational project plans (e.g., office setup, moves).
Experience supporting program marketing efforts and promotional material development.
Proficiency with technology tools such as Excel, SmartSheets, and Asana for project planning and workflow improvement.
Experience supporting executives with operational data reporting and trend analysis.
Education & Experience (required) Bachelor’s degree and at least three years of relevant experience, or an equivalent combination of education and experience.
Knowledge, Skills, and Abilities (required)
Ability to prioritize own work and multi‑task.
Excellent organizational skills.
Exceptional written and verbal communication skills.
Initiative and ownership of projects.
Sound judgment in independent decision making.
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
Desk‑based computer tasks.
Frequent standing, walking, sitting, and fine manipulation.
Occasional phone use.
Rare lifting / carrying / pushing / pulling of items 11–20 pounds.
University provides reasonable accommodation for disabilities.
Working Conditions Occasional evening and weekend hours.
Work Standards
Interpersonal skills: Works well with Stanford colleagues, clients, and external organizations.
Promotes a culture of safety: Commits to personal responsibility, communicates safety concerns, and uses safe behaviors.
Compliance with all applicable University policies and the Administrative Guide.
Pay Range:
$100,023 to $124,516 per annum (based on experience and qualifications).
Stanford University provides pay ranges reflecting good faith estimates. The offer will be based on the scope, responsibilities, qualifications, and other factors.
Stanford offers a comprehensive rewards package – see
https://cardinalatwork.stanford.edu/benefits-rewards
for details.
Stanford provides reasonable accommodations for applicants and employees with disabilities.
Stanford 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.
The job duties listed are typical examples of work performed. Specific duties may vary without changing the overall nature of the role. Employees may also perform other duties as assigned.
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