Executive Assistant

Location
California, United States
Posted
01 Oct 2018
End of advertisement period
01 Dec 2018
Ref
80282
Contract Type
Permanent
Hours
Full Time

Job Code: 4160
Classification Level: G
Exemption: Non-exempt
Effective/Revision Date: 04/01/2015

To apply, please include resume and cover letter.

Note: Not all unique aspects of the job are covered by this job description

The Freeman Spogli Institute for International Studies (FSI) is Stanford University's primary forum for interdisciplinary policy research in international affairs, and related publications, conferences, lectures, and seminars, featuring leading academic and public policy figures.  

The Freeman Spogli Institute seeks a highly skilled executive assistant to provide a wide range of administrative services and special project support to the Institute faculty director.

In this capacity, the executive assistant represents the Director and the Institute both within the university and to outside entities including donors, government officials and agencies (including the White House, the Pentagon, the State Department), and the media, and must provide the highest level of competence and judgment in making decisions about providing information and access in regard to the Director and the faculty and their activities at the Institute.  The executive assistant has responsibility for managing all of the operations of the Director’s Office. This is a situation in which the executive assistant must exercise a great deal of independence and initiative in making decisions that carry significant impact, specifically in the area of government, media, and donor relations.

The executive assistant will be aware of all matters that come to the attention of the Director, including information on faculty issues, program priorities, and external relations, and has responsibility for making independent decisions that directly support the work of the Director’s Office and the Institute. 

The executive assistant will also have excellent research skills and in doing so gathers and analyzes information on donors, corporate affiliates, government officials, and visiting dignitaries for the Director.  Prepares PowerPoint slide presentations and disseminates materials in advance of meetings with the Board of Directors, government officials, donors, and research sponsors. Is also  responsible for preparing all background materials for Director’s meetings and tracks progress on current projects.

The incumbent will provides complex and diversified administrative support with minimal supervision and actively and effectively anticipates the needs of the Director and proactively solves problems and/or independently handles issues. S/he should be interested in and have a background in international affairs, political science, history, international relations, or a related field.

JOB PURPOSE:

Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of senior level manager or chair (subsequently referred to as “supervisor” for this document) and proactively solve problems and/or independently handle issues. May be responsible for leading other administrative staff or subordinates.

CORE DUTIES*:

  • Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
  • 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.
  • Manage complex business travel in compliance with unit, university, and sponsor policies.
  • Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
  • 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.
  • May also supervise staff.

* - Other duties may also be assigned

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and five years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
  • Excellent verbal and written communication skills, including editing and proofreading.
  • Excellent planning and organizational skills.
  • Ability to take initiative and ownership of projects.
  • 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 multi-task, adapt to changing priorities and meet deadlines.

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

* 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.

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, http://adminguide.stanford.edu.

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