Executive Assistant to the Dean/Office Manager

Location
California, United States
Posted
01 Jul 2019
End of advertisement period
01 Sep 2019
Ref
83724
Contract Type
Permanent
Hours
Full Time

Stanford Graduate School of Business    

Residing in Silicon Valley, the heart of innovation, Stanford GSB has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, push the boundaries of knowledge with faculty research, and offer a portfolio of entrepreneurial and non-degree programs that deliver global impact like no other. We strive to change lives, change organizations, and change the world.

The Executive Assistant will provide advanced, diversified administrative support of a substantial and confidential nature to an executive who is a member of the University Cabinet. Anticipate executive's needs and proactively solve problems and/or independently handle issues. Work is performed autonomously, without specific instructions or prescribed procedures, and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the executive.

Your primary responsibilities include:

  • Coordinate the executive's activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the executive's time to those requesting access to him/her based on an in-depth understanding of the executive's priorities and needs and his/her role within the university framework.
  • Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
  • Ensure that the dean is provided with all relevant materials for meetings, conferences and trips.
  • Serve as the executive's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executive informed of all matters requiring his/her attention.
  • Act as a communications channel with multiple constituencies including: faculty, alumni and friends of the school, university officials, government officials, business leaders, staff and students by handling requests or conveying messages to the dean for his consideration and response.
  • 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.
  • Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the executive; follow up with appropriate parties to ensure deadlines are met.
  • Organize and maintain the workings of the executive's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments. Create an open, approachable environment in the dean's office
  • May also supervise staff
  • Be flexible to completing any other additional assigned duties.

To be successful in this position, you will bring:

  • Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.
  •  Demonstrated extensive high-level administrative experience supporting executive level individuals.
  •  Excellent verbal and written communication skills, including editing and proofreading.
  • Excellent planning and organizational skills.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality.
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
  • Contextual understanding of executive's role within the university framework.
  • 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.
  • Advanced computer skills and demonstrated experience with office software and email applications.

*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.

Why Stanford is for You 

Stanford’s dedicated 16,000 staff come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our generous perks align with what matters to you:

  •  Freedom to grow. Take advantage of career development programs, tuition reimbursement, or audit a course. Join a Ted Talk, film screening, or listen to a renowned author or leader discuss global issues.
  • A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
  • A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
  • Discovery and fun. Visit campus gardens, trails, and museums.
  • Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computers, cell phones, recreation, travel, entertainment, and more! 
  • We pride ourselves in being a culture that encourages and empowers you.

How to Apply

We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and résumé along with your online application.

Additional Information

Schedule: Full-time
Job Code: 4161
Employee Status: Regular
Grade: I
Requisition ID: 83724

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