Administrative Associate



Stanford University

Administrative Associate

Job Number:
75804

Administrative Associate, Office of the President

The Office of the President is seeking a dynamic, polished, and experienced Administrative Associate to provide professional support to the Chief of Staff and members of the President's staff.

The Administrative Associate 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 team members and proactively solve problems and/or independently handle issues. Exceptional communication and confidentiality is a cornerstone of this position.

Core Duties*:

  • Compose and draft correspondence and documents for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking.
  • Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Research, write and edit documents for style, substance and organization.
  • Recommend changes and amendments to communications or documents.
  • Respond to inquiries, and determine and take appropriate action as required.
  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events. Provide back-up support to Events Manager.
  • Analyze and review material and extract pertinent information for briefing purposes.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions.
  • Coordinate and monitor routine maintenance services completion.
  • Provide front desk reception duties as needed. * - Other duties may also be assigned

    Minimum Requirements:


    Education & Experience:

    High school diploma and four years of administrative experience, or combination of education and relevant experience. Bachelor's degree desired.

    Knowledge, Skills and Abilities:

  • Demonstrated understanding of the principles, terminology, procedures, and best practices of communications, public relations, and editorial content.
  • Demonstrated ability to perform detailed work with high level of accuracy.
  • Exceptional attention to detail and thorough command of editorial and proofreading skills.
  • Demonstrated ability to apply discretion.
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational and problem-solving skills.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions. 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:

    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. About Stanford University

    Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

    Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote healthy and fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

    Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring 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: Offices of the President
    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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