Executive Assistant

Location
Stanford
Posted
Dec 07, 2018
Institution Type
Four-Year Institution


Executive Assistant

Stanford University

Job Number:
81398

Grade: F

The Global Gender Equality Center aims to redefine the approach to global health and development by creating a multi-disciplinary and cross-cultural network of researchers, policy makers and practitioners to build on the evidence on what works to address gender inequalities, fill key gender data gaps and equip the next generations of global health and development leaders to tackle gender equality challenges. Our vision is to create opportunities for advancement of gender equality through gender transformative research, policy, leadership and program formulation activities that enable all people to achieve their full human potential.

To achieve these objectives, the Center will build programs across three core pillars of focus:
1) Improve the availability and quality of gender data;
2) Conduct research and generate new evidence on what works, where, and why to transform gender relations, and disseminate these learnings so that findings inform new strategies, policies, and programs; and,
3) Mainstream gender into organizations and development programming so that a gender lens is integrated across all development work.

The Global Gender Equality Center at Stanford University is seeking an Administrative Associate 3 to provide complex administrative or operational support with minimal supervision. We are looking for a highly organized self-starter who is enthusiastic, motivated, and is able to adapt to different working styles and needs. The position will support the Executive Director with projects, calendaring, communications, and other executive support. The successful candidate will need to work with little supervision on daily assignments and must be able to take initiative in all tasks.

Duties include:

  • Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
  • Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
  • Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports; perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
  • Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
  • Create complex reports and spreadsheets which may utilize specialized software and systems.
  • Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
  • Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
  • May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

    * - Other duties may also be assigned

    DESIRED QUALIFICATIONS:
  • A minimum of three to five years of relevant work experience in an office setting, preferably in an administrative role for a complex and fast-paced organization, interacting intensively with internal and external contacts.
  • Keen ability to anticipate next steps, demonstrate initiative, exercise discretion, apply sound judgment, and work well independently and collaboratively as a member of the team.
  • Ability to be independent and work with efficiency, with diplomacy and a high-level of professionalism and cultural awareness. Significant experience working with teams of high-performing professionals.
  • Experience setting priorities and meeting deadlines while balancing the needs of providing support for multiple individuals.
  • Experience with calendaring, travel arrangements, and event/meeting planning coordination.
  • Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with individuals at all levels inside and outside an organization.
  • Ability to problem solve through situations that have undefined boundaries, lack of clarity or missing information.
  • Demonstrated proficiency with MS Office is required, in particular MS Outlook.
  • Experience in learning new software applications.
  • Demonstrated positive, collaborative approach to work.
  • Maturity, discretion and a sense of humor.

    EDUCATION & EXPERIENCE (REQUIRED):

    High school diploma and four years of administrative experience, or combination of education and relevant experience.

    KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
  • Advanced computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing projects.
  • Excellent organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize, multi-task, and assign work to others.
  • Ability to take initiative and ownership of projects.
  • Ability to routinely and independently exercise sound judgment in making decisions

    CERTIFICATIONS & 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:
  • General office environment.
  • May require travel across campus.


    Job:

    Location: School of Medicine, 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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