Executive Assistant to the Chief Executive Officer



Stanford University

Executive Assistant to the Chief Executive Officer

Job Number:
76053

Stanford Management Company (SMC) is seeking a proactive, detail-oriented, energetic Executive Assistant to support the Chief Executive Officer (CEO). 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 University's endowment is invested in a global, diversified, complex portfolio with a long-term focus.

The Executive Assistant will provide high quality support to the CEO by managing the CEO's calendar, coordinating global travel, communicating with key counterparties, and managing an administrative team within a fast-paced environment. This position requires strong organizational and interpersonal skills, including facility with both written and oral communication. The Executive Assistant will have a clear understanding of the company, its mission and culture, and will work with integrity, energy, trust, and a team orientation.

CORE DUTIES
  • Manage the CEO's complex calendar using judgment to prioritize meetings and committing the CEO's time for appointments and meetings based on an in-depth understanding of the CEO's priorities and needs
  • Coordinate frequent domestic and international travel
  • Screen all incoming calls, provide responses and re-direct when necessary; keep the CEO informed of all matters that require his attention
  • Review and respond to both internal and external correspondence on the CEO's behalf
  • Develop correspondence for the CEO, which may involve compiling reference materials and drafting material
  • Manage CEO's preparation for meetings and events, coordinating and preparing presentations; may independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes
  • Design, plan, implement, and coordinate company meetings, offsite events, and other events as needed
  • Liaise with the Board of Directors and Board of Trustees for meeting purposes
  • Organize and maintain the workings of the executive's office: filing, expense reporting, and tracking of needed information
  • Provide support for other senior management as requested
  • Manage an administrative team, make hiring decisions, manage the workflow, provide coaching, training and mentoring, manage performance, and determine staffing needs
MINIMUM REQUIREMENTS:

Education & Experience:
Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Ability to take initiative and work independently, successfully prioritize and manage multiple tasks simultaneously as well as one's own time
  • Demonstrated and strong information systems skills with complex calendaring systems, MS Word, Excel, and Power Point
  • Excellent oral and written communication skills, including editing and proofreading
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact to handle extremely sensitive and/or confidential items
  • Excellent communication and interpersonal skills and experience dealing effectively with a wide range of people
  • Outstanding customer service skills and desire to assist others; approachable; ability to quickly establish rapport, making people feel comfortable and welcome
  • Respond with a sense of urgency, ability to manage multiple deadlines
  • Perform in a professional manner and maintain competency and a positive attitude in a fast-paced work environment
  • Proactive in anticipating needs, planning ahead, and determining next steps
  • Fact-based problem-solver
  • Demonstrated ability to effectively manage change
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, 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.
*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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