Front Desk Administrative Associate



Stanford University

Front Desk Administrative Associate

Job Number:
75744

Front Desk Administrative Associate

Stanford Management Company (SMC) is seeking qualified candidates for the position of Front Desk Administrative Associate. 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 CEO. The position will provide coverage for reception while also supporting the Investment Team in a variety of administrative and operational tasks. The Front Desk Administrative Associate will act as liaison among respective Investment Team professionals, internal colleagues, and external partners while providing responsive and customer-centric support.

CORE DUTIES*:
  • Greet visitors and route them to appropriate individuals, and answer phones. Serve as a resource for general inquiries.
  • Provide administrative assistance to some Investment Team members and occasional backup support for the Executive Assistant to the CEO and the Administrative Team including, but not limited to, disseminating and drafting routine communications such as memos, notices, emails, and letters. Schedule meetings, and arrange travel in compliance with department and University policies.
  • Responsible for maintaining the Investment Department PCard, including processing and clearing all charges.
  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, creating, regularly updating, maintaining, and modifying formatted tables, reports, or spreadsheets in MS Office (Word, Excel, PowerPoint) and other company software, scanning investment materials and filing them electronically, making copies, and monitoring and ordering of office supplies.
  • Manage some facilities-related duties for SMC offices.
  • Review invoices for accuracy, and initiate purchase requisitions.
  • Arrange meetings and assist with routine conferences, including scheduling rooms, managing equipment, ordering meals, assembling materials, and sending parking permits and directions to visitors.
  • Plan and execute company events.
  • Create and maintain files and filing systems.
  • Setup office spaces and/or support coordination of basic office moves.
* - Other duties may also be assigned
MINIMUM REQUIREMENTS:
Education & Experience:
  • High school diploma or equivalent.

Knowledge, Skills and Abilities:
  • Basic computer skills and demonstrated experience with office software and email applications.
  • Ability to follow through and complete assigned tasks.
  • Strong organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
WORKING CONDITIONS:
  • Work Schedule: Monday to Friday, 9:00 am to 6:00 pm.
  • May work extended hours.

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.
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.

*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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