Executive Assistant

About the role

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

Responsibilities

• 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.
• Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences.
• 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.
• 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.
• 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.
• 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.

  Qualifications

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

    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.

    Why Is Stanford For You

    Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enriches the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with: Freedom to grow. We offer career development programs, tuition reimbursement, or course auditing. Join a TedTalk, film screening, or listen to a renowned author or global leader speak. A caring culture. We provide superb retirement plans, generous time-off, and family care resources. A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits. Discovery and fun. Stroll through historic sculptures, trails, and museums. Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned. 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. 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.