Executive Assistant

Job description

Executive Assistant

Stanford University

Job Number:

Executive Assistant

Stanford University, specifically the Office of the CFO, seeks a seasoned financial professional Executive Assistant who has exceptional communication skills and problem solving capabilities plus the ability to synthesize information from multiple executives and manage very busy calendars.

If you are self-motivated, meticulously detail oriented, insatiably curious, and full of integrity, we want to hear from you.

The work you will typically do:
You will report to and works closely with the AVP for Business Affairs Finance and Facilities plus you will support the AVP for Business Development both of whom are part of the Office of the CFO.

Who we are:
The Business Affairs organization at Stanford provides administrative policies, infrastructure, systems, services and support for the benefit of the University community. We are about 1000 staff and 80% of us are located on the new Stanford Redwood City site, including this role, and the other 20% are on the historical Stanford campus.
Our organization is focused on continuous improvement in delivering excellent service to our clients and becoming ever more efficient. Business Affairs efforts are making a significant difference in productivity across campus in the areas of Research Administration, Procurement, and Financial Account Management.

Who you are:
You possess the ability to quickly acquire knowledge of university policies, systems, and practices necessary to perform in an extraordinary manner. You quickly learn and adapt to the styles of the executives you support.
You communicate well with all levels within an organization possessing strong interpersonal communication skills, both written and verbal. You are more than comfortable with technology, both financial systems and non-financial systems. You have the agility and curiosity to learn and proactively solve problems and independently handle issues. You are able to build strong relationships within colleagues and with a client base, and for this reason you are viewed as a leader and as a trusted business partner by your clients.

Core Duties include the following:

  • Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
  • 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.
  • Manage complex business travel in compliance with unit, university, and sponsor policies.
  • Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
  • Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
* - Other duties may also be assigned

*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.

Minimum Requirements
Education & Experience:

High school diploma and five years of relevant experience or combination of education and relevant experience.

Additional Knowledge, Skills and Abilities:
  • 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.


Location: Business Affairs: Financial Management Services (FMS), 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: 3/25/2019
Application Due: 3/27/2019
Work Type: