Executive Assistant



Stanford University

Executive Assistant

Job Number:
75748

Stanford Management Company (SMC) is seeking a dynamic, polished, and experienced Executive Assistant to provide professional support to Managing Directors and multiple members of the Investment Team (hereafter referred to as “team members”). SMC, the University's investment office, is located on campus. SMC invests Stanford University's endowment funds, which provide critical financial support to current and future generations of students and scholars. The majority of the University's endowment assets are invested in a diversified portfolio of actively managed financial and real estate assets, deployed through external investment managers.

This position will report to the Executive Assistant to the Chief Executive Officer of SMC. This Executive Assistant will provide complex, high-quality, and diversified administrative support while exercising excellent judgment. He/she will maintain incredible accuracy and agility with a responsive customer-centric approach. He/she will anticipate the needs of the team members and proactively solve problems and/or independently handle issues. Exceptional communication is a cornerstone of this position.

CORE DUTIES*:
  • Plan and schedule complex calendars with limited or no consultation, using judgment and an in-depth understanding of his/her team members' priorities to resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the team members, independently committing their time.
  • Act on behalf of the team members in regards to establishing priorities and anticipating, identifying, and resolving problems that are administrative in nature. Use independent judgment to keep the team members informed of all matters that require their attention.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the team members informed of all matters requiring their attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including investment team members and senior level staff, Board members, and investment managers.
  • Compose correspondence; develop, review and edit presentations and documentation; independently research and compile materials needed for presentation and/or decision-making purposes, including the quarterly Board book.
  • Manage complex business travel and expense reports in compliance with unit, university, and sponsor policies.
  • Manage multiple projects simultaneously. Anticipate and track initial dates, events, and associated action items; follow up with appropriate parties on behalf of the team members to ensure deadlines are met.
  • Provide administrative support to the CEO when the Executive Assistant to the CEO is not available or is out of the office.
  • Provide support for other staff, including the administrative team, as requested. Support the front desk by providing coverage on an as-needed basis. Contribute as needed to the overall smooth functioning of the SMC office.
* - 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, with extreme attention to detail.
  • Proactive - Ability to take initiative and ownership of projects.
  • Ability to think creatively and constructively problem-solve.
  • Team-oriented and customer-centric mentality.
  • 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.
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.

* - 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.

*A background check will be required for all final candidates

We are not able to provide relocation or sponsorship for this position.

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: Stanford Management Company
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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