Administrative Associate

Stanford University

Administrative Associate

Job Number:

This is a 6-month fixed-term position beginning November 15, 2017. Note: Not all unique aspects of the job are covered by this job description

The Executive Director of the Centers and Initiatives for Research, Curriculum, and Learning Experiences (CIRCLE) at the Graduate School of Business is looking for a talented and resourceful administrative partner who can help drive the mission of the group by providing exceptional support to the ED's daily and long-term activities. This role will be responsible for standard administrative duties such as managing a complex calendar, writing emails and other correspondence on behalf of the ED, developing presentations, managing internal events, and processing expenses. It also includes more complex tasks such as assisting with special projects, planning and executing department events end-to-end, providing logistical support for two high-profile speaker series and our international faculty study trips, and supporting other units within the department as needed. The person in this role is also “the face” of the group to senior management and faculty: as such, professionalism, good judgment, and diplomacy are crucial.
  • Represent the program or function within the department, unit or school, and to external constituencies.
  • Independently implement and administer day-to-day activities of the unit, function or program. Act as key contact.
  • Administer and support programs or functions under general supervision.
  • Create reports; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
  • Analyze and interpret policies; develop, revise and implement procedures for program or function.
  • Organize and/or participate in outreach activities that may include communications, events, training, and/or conferences.
  • May direct staff to perform various tasks and assignments

    * Other duties may also be assigned


    Education & Experience:

    Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:

  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate clearly, articulately, and effectively; strong writing skills required
  • Ability to plan ahead, anticipate issues, and proactively solve problems
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledgePreferred skills include:
  • Technical savvy: Solid knowledge of Office software (PC and Mac versions), proficiency in cloud-based office applications, and ability to adapt to new systems and web application
  • Service-oriented mentality: Highly responsive to inquiries, with ability to do research to provide answers; a friendly nature with a good sense of humor
  • Ability to focus on tasks at hand despite interruptions
  • Ability to work with quick turnaround time
  • Able to work in highly collaborative environment Certifications and Licenses:



  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone.
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.* 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.

  • 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,

    Job: Administration

    Location: Graduate School of Business
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    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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