Executive Assistant to the Chief Operating Officer

Location
California, United States
Posted
23 Oct 2018
End of advertisement period
23 Dec 2018
Ref
80694
Contract Type
Permanent
Hours
Full Time

Stanford Management Company (SMC), the University’s investment office, is responsible for managing the University’s endowment funds, which provide critical financial support to current and future generations of students and scholars, supplying over one fifth of the University’s operating budget each year.  SMC offers a friendly small collaborative work environment, while being an integral part of one of the world’s most respected universities. 

The Chief Operating Officer (COO) of SMC is seeking an Executive Assistant who is proactive, very organized, and energized by helping people be productive and efficient in their work.  The COO is responsible for SMC’s Performance, Valuation, Cash Operations, IT, School and Department Funds, Finance, and other administrative functions.  The Executive Assistant provides high quality organizational and administrative support of a substantial and confidential nature to the COO and the operations team.  The Executive Assistant proactively solves problems and/or independently handles issues of an administrative nature.  The Executive Assistant acts as the liaison among internal colleagues and external partners while promoting a culture of responsiveness through customer-centric support.  The ideal candidate has strong communication skills, keen interpersonal skills and exceptional judgment, strong project management skills, maintains agility and accuracy in a dynamic environment, and is passionate about helping people.

CORE DUTIES*:

  • Manage the COO’s calendar using judgment to prioritize and commit the COO’s time for appointments, meetings, and travel based on an in-depth understanding of the COO’s priorities and needs.
  • Provide support for senior management and team members in the COO’s organization, including travel.
  • Receive all incoming calls, provide responses, and direct as appropriate.
  • Design, plan, implement, and coordinate department meetings, offsite events, and other events as needed.
  • Manage multiple projects simultaneously. Anticipate and track initial dates, events, and associated action items, follow up to ensure deadlines are met.
  • Maintain a master calendar for the COO’s organization, including, but not limited to: board meetings, internal and external audits, and various regulatory filings.
  • Organize and maintain the workings of the COO’s office: file and track needed information, process expense reports and reconcile statements.
  • Manage and maintain facility needs and office supplies for the team.
  • Research and complete long term projects.

* - 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:

  • Excellent communication, teamwork, and interpersonal skills.
  • Attention to detail in written correspondence, 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.
  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.

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.

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.

* - 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.

*A background check will be required for the final candidate.

We are not able to provide relocation or sponsorship for this position.

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.