Executive and Contract Administrator

California, United States
17 Oct 2018
End of advertisement period
17 Dec 2018
Contract Type
Full Time

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

Stanford Live presents a wide range of the finest performances from around the world fostering a vibrant learning community and providing distinctive experiences through the performing arts. With its primary home at Bing Concert Hall, Stanford Live is simultaneously a public square, a sanctuary, and a lab, drawing on the breadth and depth of Stanford University to connect performance to the significant issues, ideas, and discoveries of our time.

Reporting to the Executive Director, the Executive and Contract Administrator provides complex administrative support with minimum supervision to the Executive Director as well as program development and management for Stanford Live. This position manages logistics and contracts related to Stanford Live programs and is part of a team to further Stanford Live initiatives.


Executive Assistant

  • Serves as primary point of contact and liaison between the Executive Director and staff and other University offices and external constituencies.
  • Manages complex and rapidly changing calendar; uses judgment in setting and prioritizing meetings and committing the Executive Director’s time and attention, determining access with tact and sensitivity.
  • Communicates and interfaces with high-profile public figures, University VIPs, and Stanford Live Advisory Council members.
  • Develops relationships with campus partners, including arts as well as non-arts departments and organizations, to support the Executive Director’s vision towards a collaborative environment.
  • Assures that the Executive Director has proper and complete preparation for events and meetings he attends and orchestrates necessary follow-up.
  • Arranges domestic and international travel for Executive Director; coordinates itineraries, processes reimbursements and manages email while they are away.
  • Performs special projects on behalf of the Executive Director as needed; supports efforts around staff morale, and research related to programs, artists or community initiatives.
  • Provides administrative and logistical support for Stanford Live Advisory Council meetings including but not limited to meeting scheduling; coordinating and communicating agendas; compiling report packets and other meeting resources; managing meeting logistics including catering and AV/tech needs; and recording meeting minutes. 
  • Represents Stanford Live programming with campus partners; collaborate with partners to realize synergies and avoid duplication.
  • Supports and participates in the Executive Director’s meetings as required.

Program Contract Management 

  • Develops, implements and administers artist contracts concerning Stanford Live programs and initiatives. 
    • Internally and externally serves as key contact for these agreements
    • Number of agreements are upwards of 100 annually
    • Special agreements include co-presentations, shared revenue, commissioning and more
    • Prepares sole source justifications and follows the agreement process through contracts and procurement at Stanford
    • Manages payment of all artists through procurement process, requiring time-sensitive attention to detail and extensive trouble-shooting 
  • Oversees contracts once an artist or event is confirmed; includes stakeholder communications, budgets/expense tracking, providing communications/marketing information, and working with Artist Services with respect to logistics (travel, facilities, technology, etc.) 
  • Formulates and evaluates alternative solutions and/or recommendations to achieve the goals of the program.
  • Analyzes and interprets policies; develops, revises and implements procedures.
  • May direct temporary staff or interns to perform various tasks and assignments.

* - Other duties may also be assigned


Education & Experience:

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

Knowledge, Skills and Abilities:

  • 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.
  • Detail Oriented. 
  • Advanced computer skills and demonstrated experience with office software, equipment, and email applications. 

Certifications and Licenses:


  • Constantly perform desk-based computer tasks. 
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone. 
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.

* - 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.


  • May work extended hours or weekends.


  • 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.