Executive Assistant

May 09, 2017
Institution Type
Four-Year Institution

Stanford University

Executive Assistant

Job Number:

Executive Assistant 1 The Freeman Spogli Institute for International Studies (FSI) is Stanford University's primary forum for interdisciplinary policy research in international affairs and related programs and activities, including teaching and training, publications, visitors, and outreach.

The Freeman Spogli Institute seeks a skilled executive assistant to provide a wide range of administrative services and special project support to the FSI Director, a member of the Stanford faculty.

The executive assistant represents FSI and its Director within the university and to outside entities, including alumni, donors, government officials and agencies, business, non-profits, and the media. The executive assistant must provide an excellent level of service, competence and judgment in supporting the Director's day-to-day activities and providing access and information to the Director, its office, and relevant faculty. The executive assistant has responsibility for managing the full range of operations of the Director's office, and must exercise initiative and independence making decisions that carry significant impact, especially in the area of government, media, and donor relations.

The executive assistant must be aware of all critical matters that need to come to the attention of the Director, including faculty affairs, program priorities, and external relations. The executive assistant has responsibility for independent decisions that directly support the work of the Director's office and the Institute.

The executive assistant must also possess strong analytical skills to brief the Director and prepare materials on donors, corporate affiliates, government officials, and visiting dignitaries to the Institute. The executive assistant must prepares PowerPoint other presentations and materials in advance of meetings with the Board of Trustees, external advisory boards, government officials, donors, and research sponsors. The executive assistant is also responsible for preparing all background materials for Director's meetings and tracking progress on Director's projects and priorities.

The executive assistant is expected to provide full administrative support with minimal supervision on a complex and diverse range of activities, including responsive and efficient solutions for the Director day-to-day operational needs.

The executive assistant should be interested in and have professional or educational familiarity in international affairs, political science, history, international relations, or a related field.

For consideration please submit resume and cover letter. All final candidates must complete background check.

Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.

JOB PURPOSE: The executive assistant provides complex and diversified administrative support with minimal supervision, anticipates the needs of the FSI Director (subsequently referred to as “supervisor” for this document), and proactively and independently solves problems. The executive assistant may be responsible for coordinating other administrative staff or subordinates.


  • 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 to establish priorities and identify and resolve 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 and keeping the supervisor informed of all matters requiring his/her attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics and meetings with internal and external individuals and entities, 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 FSI, 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 individual and entities 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 with advanced computer skills, including 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 and tact.
  • Ability to multi-task, adapt to changing priorities and meet deadlines.

  • 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 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..ative Guide, http://adminguide.stanford.edu.

Stanford 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.

Job: Administration

Location: Dean of Research
Schedule: Full-time
Classification Level:

To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

Stanford 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.


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