Executive Assistant

Location
California, United States
Posted
29 Jun 2019
End of advertisement period
29 Aug 2019
Ref
83752
Contract Type
Permanent
Hours
Full Time

A cover letter and resume are required for full consideration.

The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Executive Assistant. 

About Stanford University's Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs. 

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges. 

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.

JOB PURPOSE:

Provide complex administrative or operational support with minimal supervision. May be responsible for overseeing other administrative staff or subordinates. 

CORE DUTIES:

  • Act on behalf of the supervisor to establish priorities and identify and resolve problems that are administrative in nature.
  • Research and/or write background information for meetings (e.g. compile weekly binder with schedule and backgrounders); analyze and review material and extract pertinent information for briefing purposes.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, handling logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule complex calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies; create timely and complete itineraries for all travel.
  • Create reports and spreadsheets which may utilize specialized software and systems. Make recommendations based on reports.
  • Oversee and/or process a variety of complex financial transactions including handling budgets, honoraria, and reimbursements for workshops and conferences organized by scholar; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies; prepare monthly budget of all accounts; process all travel reimbursements and expenses. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate complex office moves. Plan and coordinate routine remodeling and renovations.
  • Positions at this level also include one or more of the following duties:
    • ​In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
    • Oversee or supervise day-to-day work of other administrative or support staff, student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality, timeliness, and providing performance review input.
    • Serve as building coordinator.
    • Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
    • Responsible for leading the administrative functions of a program or unit.

ADDITIONAL CORE DUTIES*:

  • Tactfully screen and finalize all requests made by public officials, media, universities, and other organizations
  • Maintain historical files and up-to-date contact database for scholar; oversee management of monthly scholar newsletter
  • Maintain a high standard professional office and interpret and apply administrative policies and procedures to supervisor and staff.
  • Serve as liaison between scholar and research assistants, teaching assistants, other offices at the Hoover Institution, and other departments and centers at Stanford University. Coordinate meetings, as necessary with students, faculty and staff at Hoover, Stanford, and other institutions.

* Other duties may also be assigned.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and six years of administrative experience, or combination of education and relevant experience. B.A. degree preferred.

Knowledge, Skills, and Abilities:

  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Proven success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Excellent verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions.

Desired/Preferred Knowledge, Skills, and Abilities:

  • Ability and willingness to learn new skills.
  • Ability to perform research and write background information for meetings.
  • Ability to routinely and independently exercise sound judgment in problem solving.
  • Ability to learn from mistakes and make ongoing improvements.
  • Ability to work well in teams within and across institutions.
  • Ability to complete complex tasks with senior leaders, work well under pressure, under tight deadlines.
  • Knowledge of University's administrative policies and procedures, as well as accounting systems, and budget processes and procedures.

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.

*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.

WORKING CONDITIONS:

  • Occasional work on evenings and weekends.

WORK STANDARDS:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as 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.

The Hoover Institution at Stanford University 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.

Additional Information

  • Schedule: Full-time
  • Job Code: 4104
  • Employee Status: Regular
  • Grade: G
  • Department URL: http://www.hoover.org