Executive Assistant to the Chair

Job description

Executive Assistant to the Chair

Stanford University

Job Number:

Executive AssistantJob Code: 4160 Grade: G FTE: 100%, Non-exempt
School of Engineering, Computer Science Department
The School of Engineering
Stanford Engineering has been at the forefront of innovation for nearly a century, creating pivotal technologies that have transformed the worlds of information technology, communications, health care, energy, business and beyond. Our faculty and students are creative risk-takers who pursue excellence across a breadth of disciplines. Our alumni include some of the world's most successful leaders in technology and business. Our staff are critical to enabling Stanford Engineering to accomplish its mission: seeking solutions to some of the world's most urgent challenges and educating leaders who will make the world a better place through the power of engineering principles, techniques and systems.

Founded in 1965, the Stanford Computer Science (CS) Department continues to lead the world in computer science research and education. Throughout the past five decades, the Stanford CS Department has influenced society at levels that remain without parallel among academic institutions. Its spin-offs are among the most successful corporate ventures in the world, and many of the leaders in academic and corporate research world are graduates of the Stanford CS Department.

The Executive Assistant to the CS Department Chair will provide complex and diversified administrative support with minimal supervision. The Department Chair is a faculty position, which rotates every 3-5 years. The Executive Assistant will need to anticipate the needs of the chair and the department manager, proactively solve problems, and/or independently handle issues. He/She will report to the CS department manager and may be responsible for leading or supervising other administrative staff.
Your responsibilities include:

  • Planning and scheduling complex calendar(s) with limited or no consultation, resolving calendaring conflicts. Negotiating and managing the needs of individuals or groups requesting time with the chair, independently committing his/her time.
  • Acting on behalf of the chair and in coordination with the department manager in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Using independent judgment to keep the department manager and chair informed of all matters that require their attention.
  • Serving as the liaison to various internal and external constituencies, including screening correspondence and telephone calls, keeping the chair informed of all matters requiring his/her attention.
  • Independently prioritizing, planning, coordinating and/or overseeing logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
  • Organizing and coordinating weekly faculty lunches including catering and guest and speaker invitations as well as quarterly faculty meetings, monthly department executive committee meetings and ad hoc meetings as necessary.
  • Composing correspondence; developing, reviewing and editing presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
  • Managing complex business travel in compliance with unit, university, and sponsor policies.
  • Assisting with proofreading faculty appointment and promotion cases.
  • Preparing reports and analyses, identifying adverse trends and making appropriate recommendations or conclusions.
  • Managing multiple projects simultaneously. Anticipating and tracking initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
  • May also supervise staff.

To be successful in this position, you will bring:
  • A high school diploma and five years of relevant experience, or combination of education and relevant experience.
  • Demonstrated high-level administrative experience, which includes advanced computer skills, and demonstrated experience with office software and email applications.
  • 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 multi-task, adapt to changing priorities and meet deadlines.
    *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.
    Why Stanford is for You
    We provide market competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our unique perks align with what matters to you:
    • Freedom to grow. As one of the greatest intellectual hubs in the world, take advantage of development programs, tuition reimbursement plus $800 you receive annually towards skill-building classes, or audit a Stanford course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.
    • A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.
    • A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.
    • Discovery and fun. Stroll through historic sculptures, trails, and museums. Create an avatar and participate in virtual reality adventures or join one with fellow staff on Stanford vacations!
    • Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computing, cell phones, outdoor recreation, travel, entertainment, and more!

    We pride ourselves in being a culture that encourages and empowers you.

    How to Apply

    We invite you to apply for this position by clicking on “Apply for Job”. To be considered, please submit a cover letter and resume with your application. Your one-page cover letter should briefly describe your background in customer service and provide examples of your experience with attention to detail, responsiveness, and decision-making.


    Location: School of Engineering, California, United States
    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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    Job No:
    Posted: 7/6/2018
    Application Due: 11/4/2019
    Work Type: