Executive Assistant and Office Manager

Location
California, United States
Posted
13 Dec 2019
End of advertisement period
13 Feb 2020
Ref
85224
Contract Type
Permanent
Hours
Full Time

JOB ANNOUNCEMENT

Department: Office of the Vice Provost for Student Affairs (VPSA)

Stanford University, recognized as one of the most prestigious and innovative academic institutions in the world, is in search of an Executive Assistant to support the Associate Vice Provost for Administration, the Chief of Staff & Assistant Vice Provost for Strategy and the VPSA Office. The mission of the Student Affairs division is to educate students to make meaningful contributions as citizens of a complex world. Essential to this mission are ensuring excellence in the core operational functions of the division of student affairs including communications, department reviews, finances, human resources, space management and technical support for a staff team of 300+ professional staff. If you are interested in using your organizational expertise to support this important work, we invite you to apply for this position.

JOB PURPOSE:

Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the Associate Vice Provost for Administration and the Chief of Staff & Assistant Vice Provost for Strategy and proactively solve problems and/or independently handle issues.  Serve as office manager for the VPSA Office. This position reports to the Chief of Staff & Assistant Vice Provost for Strategy.

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 executives, independently committing their time. May occasionally represent the executives by attending meetings in their absence; speaking for the executive.
  • Act on behalf of the executive in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep executives informed of all matters that require their attention.
  • Respond to inquiries from students, faculty, external constituents, and staff. 
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executives informed of all matters requiring their attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics for events and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials and including full student affairs staff meetings, forums, lecture series and an annual student affairs conference. Managing duties includes maintaining the VPSA event calendar, arranging with vendors for services, overseeing the production and distribution of materials, administering logistics and managing events within budget.
  • 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 executives to ensure deadlines are met. 
  • Serve as Time & Leave Administrator for the staff in the VPSA Office. 
  • Support special projects including, but not limited to: executive and central staff searches, assisting departments with websites, learning grants, etc.
  • Perform administrative tasks related to financial and human resource transactions.
  • Provide back-up support to the Executive Assistant to the Vice Provost
  • Organize and maintain the workings of the office.  Maintain office space, order office supplies and equipment; submit service requests and obtain vendor quotations, as needed. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.  

* - 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 his or her job.

WORKING CONDITIONS:

  • May work occasional weekend and evening hours.

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, https://adminguide.stanford.edu.

Note: Not all unique aspects of the job are covered by this job description.

Why Stanford is for You

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy.

Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

How to Apply

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

Exemption: Non-Exempt

Additional Information

  • Schedule: Full-time
  • Job Code: 4160
  • Employee Status: Regular
  • Grade: G

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