Executive Assistant

Location
California, United States
Posted
13 Feb 2019
End of advertisement period
13 Apr 2019
Ref
81997
Contract Type
Permanent
Hours
Full Time

Job Code: 4160
Grade: G

INTRODUCTION:

The Stanford Institute for Economic Policy Research (SIEPR) is Stanford’s thought leader for understanding the economic challenges, opportunities, and policies affecting people around the world. At its core are SIEPR’s over 100 faculty members who represent all seven schools at Stanford. With SIEPR support, they study a vast array of economic policy-relevant areas in the U.S. and around the world, collaborating with other established and up-and-coming researchers from within and outside Stanford.  

Building on its strong foundation of 36 years, SIEPR intends to strengthen and amplify its impact in its mission to catalyze and promote evidence-based knowledge about pressing economic issues, leading to better-informed policy solutions for generations to come.  SIEPR envisions a future where policies are underpinned by sound economic principles and generate measurable improvements in the lives of people in the U.S. and around the world.

JOB PURPOSE:

  • SIEPR seeks a highly-motivated, experienced and organized Executive Assistant (EA) to provide complex and diversified support to its Director and Deputy Director.  The EA will act in a “chief of staff” capacity, working behind the scenes to independently and proactively identify solutions to complex problems and to manage and track progress on projects involving parties across the institute. 
  • The EA will be supervised by SIEPR’s Director of Operations and Planning and will serve as a liaison to the SIEPR management team, comprised of the Institute’s senior staff members.  The EA will take on special projects and activities in service of the organization, involving gathering and analyzing information and preparing reports.  The EA will also represent the Director and Deputy Director to internal and external constituencies, including faculty, students, donors, government officials and external partners and will be responsible for producing background material in preparation for meetings and discussions. 
  • The successful candidate will have a strong background and proven track record in juggling competing demands and priorities with the highest degree of professionalism and accuracy and must possess excellent project management and communication skills.  The EA must be able to exercise sound judgement in a variety of different situations and handle highly confidential matters with discretion. 

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. 
  • 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 the 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.

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