Executive Assistant to the Provost

Location
Stanford
Posted
Jun 14, 2018
Institution Type
Four-Year Institution


Executive Assistant to the Provost

Stanford University

Job Number:
79084

Job Family: Administration Job Series: Executive Assistant Job Code: 4161 Grade: I Exemption: ExemptSchedule: Full-time

Executive Assistant to the Provost Note: Not all unique aspects of the job are covered by this job description
JOB PURPOSE:
The Executive Assistant is responsible for a broad and complex set of assignments related to the duties and responsibilities in support of the Provost including: providing advanced, diversified administrative support of a substantial and confidential nature. Anticipate Provost's needs and proactively solve problems and/or independently handle issues. Work is performed autonomously, without specific instructions or prescribed procedures, and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the Provost. The position reports directly to the Vice Provost for Academic Affairs. CORE DUTIES*:
  • Coordinate the Provost's activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the Provost's time to those requesting access to him/her based on an in-depth understanding of the Provost's priorities and needs and his/her role within the university framework.
  • Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including Provost and senior level staff, donors, and government officials.
  • Serve as the Provost's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Provost informed of all matters requiring his/her attention.
  • Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
  • Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Provost; follow up with appropriate parties to ensure deadlines are met.
  • Organize and maintain the workings of the Provost's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
* - Other duties may also be assigned
MINIMUM REQUIREMENTS: Education & Experience:
Bachelor's degree and seven years of relevant experience or combination of education and relevant experience. Knowledge, Skills and Abilities:
  • Demonstrated extensive high-level administrative experience supporting senior level individuals.
  • Excellent verbal and written communication skills, including editing and proofreading.
  • Excellent planning and organizational skills.
  • Demonstrated ability to handle sensitive issues and maintain confidentiality.
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
  • Contextual understanding of Provost's role within the university framework.
  • Demonstrated ability to work as part of a team.
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
  • Ability to multi-task, adapt to changing priorities and meet deadlines.
  • Advanced computer skills and demonstrated experience with office software and email applications.

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 the job.

WORKING CONDITIONS:
  • May need to work some evenings and 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.

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:

Location: Office of the Provost, California, United States
Schedule:
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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