Executive Assistant, Dean's Office, Stanford Law School

Jul 31, 2017
Executive Administration Jobs
Institution Type
Four-Year Institution

Stanford University

Executive Assistant, Dean's Office, Stanford Law School

Job Number:

The primary functions of this position are to support the Dean's office, with full administrative duties in a very busy and challenging environment. Throughout the year, the Dean hosts distinguished members of law, government, business and the media. This position requires excellent communication, computer and organization skills; the ability to deal effectively, courteously and confidentially with a wide variety of faculty, staff and visitors, as well as manage priorities and perform multiple tasks while exercising flexibility with competing projects and assignments. This position will report to the Special Assistant to the Dean and Chief of Staff.

Core Duties:

  • Manage all operational aspects of the Dean's office in the absence of the Executive Assistant.
  • Assist with scheduling and managing the Dean's calendar, room requests and special functions.
  • Provide additional support for events where the Dean participants.
  • Use independent judgment to keep supervisor informed of all matters that require his attention.
  • Use Canvas to distribute materials when the Dean is teaching.
  • In addition to the Dean, provide support for members of the faculty.
  • Serves as a liaison to various internal and external constituencies including working collaboratively with varied SLS departments, University departments, and external organizations
  • Provide support to students and visitors to the office and be responsive to their questions and concerns. This includes executive and senior level staff, donors, and government and judiciary officials.
  • 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.
  • Maintain and update all administrative operations and information used in the Dean's office.
  • Answer multiple phone lines and ensure messages are accurately taken and distributed in a timely manner.
  • Prepare and edit letters of recommendation and Supreme Court and clerkship letters.
  • Process IOU reimbursements, Pcard transactions and petty cash requests using Oracle financials.
  • Order supplies, letterhead and business cards.
  • Other duties as assigned.

    Minimum Education and Experience Required:

  • Requires 5 years of administrative associate experience (preferably in an academic setting).
  • Associate degree or higher is preferred.

    Minimum Knowledge, Skills and Abilities Required:

  • Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications (MS Office Suite, Windows 2010, PC environment).
  • 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 interact effectively and professionally in a diverse group environment.
  • Ability to multi-task, adapt to changing priorities and meet deadlines.
  • Must be a team player, detail oriented and able to work independently.

    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:

  • There may be a need for overtime work, 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.

    Job: Administration

    Location: School of Law
    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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