Administrative Assistant - Washington, D.C.

May 10, 2017
Institution Type
Four-Year Institution

Stanford University

Administrative Assistant - Washington, D.C.

Job Number:

The Hoover Institution is seeking qualified candidates for the full-time Administrative Assistant position located in the Hoover-Washington, D.C. office.


The Administrative Assistant reports to the Program Coordinator of the Hoover Institution, and is responsible for providing daily administrative and event support to the Hoover-Washington, D.C. office, including Hoover's External Affairs office.


  • Respond to inquiries, and determine and take appropriate action as required based on knowledge of supervisor's preferences. Serve as a resource regarding a defined set of policies and procedures.
  • Perform duties associated with scheduling, organizing, and operating conferences, workshops, meetings, and events, including recommending vendors for services, overseeing the production and distribution of materials including correspondence with participants, coordinating logistics, serving as liaison with internal and external vendors, and assisting with set-up, clean up, and maintenance at events.
  • Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, conference and seminar materials, complex reports, brochures, and displays.
  • Plan and schedule calendar(s) based on consultation with external affairs managers, schedule meetings, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Process and monitor routine financial transactions including processing of expenses and reimbursements, and preparation of expense reports using the Stanford University on-line system, which may include researching and resolving discrepancies.
  • Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
  • May serve as the point of contact for general maintenance, health and safety, and other facility concerns within the unit(s); report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
  • Maintain approved content on websites.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

* - Other duties may also be assigned.


Education & Experience:
High school diploma and three years of administrative experience, or combination of education and relevant experience. Associates degree and/or experience serving in an administrative capacity in an academic or nonprofit setting preferred.

Knowledge, Skills and Abilities:
  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task.
  • Ability to interact in a courteous and tactful manner with Stanford University administrative offices, scholars, researchers, and visitors.
  • Ability to adapt and be flexible in a small, but active office.
  • Self-starter with ability to handle personal and confidential information and provide correct information to callers.
  • Strong office and technical skills, with proficiency using Word, Excel, and aptitude to learn Stanford on-line systems.
Certifications and Licenses:
  • 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.
  • 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,
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.

Job: Administration

Location: Hoover Institution
Schedule: Full-time
Classification Level:

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

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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