Executive Assistant

Location
Stanford
Posted
Jun 08, 2017
Institution Type
Four-Year Institution


Stanford University

Executive Assistant

Job Number:
75174

The Hoover Institution at Stanford University is seeking qualified candidates for a full-time Executive Assistant position supporting the Deputy Director of the Institution/Director of Library & Archives.

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 holdings 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 & 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 and diversified administrative support with minimal supervision for the Deputy Director of the Hoover Institution/Director of Library & Archives. Anticipate the needs supervisor and proactively solve problems and/or independently handle issues. May be responsible for leading other administrative staff or subordinates.

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 the supervisor, independently committing his/her time.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving 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; keep the supervisor informed of all matters requiring his/her attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, 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 unit, university, and sponsor policies to include preparing expense and travel reports, and processing reimbursements.
  • 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 supervisor to ensure deadlines are met.
*Other duties may also be assigned
ADDITIONAL CORE DUTIES*:
  • Process a variety of complex financial transactions including payments to vendors and visitors to the Library & Archives; manage department purchasing card by processing/verifying payments; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies.
  • Assist supervisor with semi-annual board meetings as needed.
  • May be asked to retrieve archival material in the library stacks.
MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and five years of relevant experience or combination of education and relevant experience. Bachelor's degree strongly preferred.

Knowledge, Skills and Abilities:
  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications such as Microsoft word, PowerPoint, and Outlook, as well as Gmail and Oracle Financials.
  • 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.
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:
  • May work flexible work schedule including weekends. Occasional travel may be necessary. On occasion may be exposed to dust and mold.
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.


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: 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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