Executive Assistant

California, United States
12 Nov 2018
End of advertisement period
12 Jan 2019
Contract Type
Full Time

Executive Assistant

Stanford Management Company (SMC) is seeking a dynamic, polished, and experienced Executive Assistant to provide professional support to Managing Directors and multiple members of the Investment Team (hereafter referred to as “team members”).  SMC, the University’s investment office, is located on campus. SMC invests Stanford University’s endowment funds, which provide critical financial support to current and future generations of students and scholars.  The University’s endowment   is invested in a global, diversified, complex portfolio with a long-term focus.  

This Executive Assistant will provide complex, high-quality, and diversified administrative support while exercising excellent judgment.  They will maintain incredible accuracy and agility with a responsive customer-centric approach.  They will anticipate the needs of the team members and proactively solve problems and/or independently handle issues.  Exceptional communication is a cornerstone of this position.


  • Plan and schedule complex calendars with limited or no consultation, using judgment and an in-depth understanding of his/her team members’ priorities to resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the team members, independently committing their time.
  • Act on behalf of the team members in regards to establishing priorities and anticipating, identifying, and resolving problems that are administrative in nature. Use independent judgment to keep the team members informed of all matters that require their attention.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the team members informed of all matters requiring their attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including investment team members and senior level staff, Board members, and investment managers.
  • Compile materials needed for presentation and/or decision-making purposes, including the quarterly Board book.
  • Manage complex business travel and expense reports 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 the team members to ensure deadlines are met.
  • Provide support for other staff, including the administrative team, as requested.  Support the front desk by providing coverage on an as-needed basis. Contribute as needed to the overall smooth functioning of the SMC office.

* - Other duties may also be assigned


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, with extreme attention to detail.
  • Proactive - Ability to take initiative and ownership of projects.
  • Ability to think creatively and constructively problem-solve.
  • Team-oriented and customer-centric mentality.
  • 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:



  • 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.


May work flexible work schedule including 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.

* - 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 all final candidates

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.