Job Title: Executive Assistant
Division: Office of the Vice Provost for Student Affairs
Work status: Temporary, Fulltime
Assignment Duration: 4 weeks, with a potential of extension
Schedule: Normal business hours of 8:00am - 5:00pm Monday to Friday
Location: Central VPSA Office located in Tresidder Memorial Union Suite 6, 2nd Floor, Stanford, CA 94305
Start Date: Ideally starting as soon as possible
We are seeking a temporary Executive Assistant to provide administrative and operational support working under general supervision. Duties involve providing advanced, diversified administrative support of a substantial and confidential nature to executive. Anticipate executive 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.
Interested? Please send a resume and cover letter to Nicole Chua, Sr. HR Administrator, at nchua@stanford.edu.
The final candidate will need to successfully pass a background check to be considered for this position. The final candidate must be legally authorized to work in the US. Visa sponsorship is not available for this position.
As a Stanford temporary employee, the individual hired into this role is not eligible for most Stanford benefits.
Core Duties*:
• 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.
• 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.
• 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.
Minimum Requirements:
Education & Experience:
Bachelor's degree required.
Knowledge, Skills and Abilities:
• 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.
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
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.
Stanford complies with the Jeanne Clery Act and publishes crime statistics for the most recent three-year period.
Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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