Executive Assistant

Administrative Program Support

Stanford University is one of the world's leading teaching and research universities. Founded in 1891, Stanford's mission is to create and share knowledge and to prepare students to be curious, to think critically, and to contribute to the world. With world-class scholars and seven schools located together on a single campus, Stanford offers academic excellence across the broadest array of disciplines including business, education, engineering, humanities and sciences, law, medicine, and sustainability. It also is an engine of innovation, blending theory and practice to move ideas and discoveries from labs and classrooms out into the world. Stanford strives to foster a culture of expansive inquiry, fresh thinking, searching discussion, and freedom of thought preparing students for leadership and engaged citizenship in the world. The university is located between San Francisco and San Jose in the heart of California's Silicon Valley, on a scenic 8,180-acre campus.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the university by providing high-quality services to students and other members of the university community. R&DE has an annual operating budget of $400M, operates 24/7/365, and oversees a $3B asset portfolio comprising over 7 million square feetone-third of the campus footprint. R&DE provides housing for 16,000 students and dependents, serves 8 million meals annually at 48 student dining venues and 32 culinary enterprises. In addition, R&DE provides executive services, conference operations, and guest lodging. R&DE is a talented and diverse team of 1,200+ who comprise the following divisions: Student Housing Operations & Stanford Conferences; Stanford Dining and Hospitality & Auxiliaries; Maintenance Operations and Capital Projects; and a team of R&DE strategic business partnersFinance & Administration, Information Technology, Human Resources, and Strategic Communications and Marketing.

This role is designated as essential and requires incumbents to report to work onsite. Telecommuting is not available for this role.

Job Purpose:

Administer and support administrative programs or functions under general supervision of the Assistant Vice Provost. Anticipate the needs of this senior level manager (subsequently referred to as "supervisor" for this document) and proactively solve problems and/or independently handle issues. Implement, administer, and evaluate day-to-day activities of the division by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program. May be responsible for leading other administrative staff or subordinates.

Core Duties:

• Independently implement, administer and evaluate day-to-day activities of the division, function, or program. Act as key contact.
• Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
• Analyze and interpret policies; develop, revise and implement procedures for program or function.
• Represent the program or function within the department, unit or school. May also represent the program or function to external constituencies.
• Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences. May participate in development of budgets or oversee budgets and monitor and approve expenditures.
• May direct staff to perform various tasks and assignments. May also supervise staff.
• Manage supervisor's complex, dynamic calendar across internal and external stakeholders. Protect their time, track changes in real-time, and independently commit their availability based on deep understanding of priorities.
• Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing their time. May occasionally represent the supervisor by attending meetings in their absence; speaking for the supervisor.
• Act on behalf of the supervisor by establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require their attention.
• Serve as the liaison to various internal and external constituencies, including screening correspondence, telephone calls, and drops ins; keep the supervisor informed of all matters requiring their attention.
• Organize, plan, and coordinate logistics for outreach activities that may include developing communications, space reservations, catering, and materials for internal and external events and/or conferences.
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
• Proofread, draft, and edit communications, including all-staff messages, event announcements, contact lists, and executive emails.
• Manage complex business travel in compliance with unit, university, and sponsor policies.
• Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
• Maintain organized digital files, shared documents, and office systems; oversee supplies and office operations.

Minimum Requirements:

Education & Experience:

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

Knowledge, Skills and Abilities:

Highly desired: excellent verbal and written communication skills, including editing and proofreading.

Demonstrated ability to prioritize own work and multi-task.

Demonstrated excellent organizational skills.

Demonstrated ability to take initiative and ownership of projects.

Ability to communicate effectively both orally and in writing.

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.

Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.

Excellent planning skills.

Demonstrated ability to handle sensitive issues and maintain confidentiality.

Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.

Ability to adapt to changing priorities and meet deadlines.

Certifications and Licenses:

None

Physical Requirements:

Constantly perform desk-based computer tasks.

Frequently stand/walk, sit, grasp lightly/fine manipulation.

Occasionally use a telephone.

Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

Working Conditions:

May work flexible work schedule including weekends.

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,

The expected pay range for this position is $105,000 to $115,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs

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.