Executive Assistant, Office of the Vice President

Stanford University

Job Number: 85615

Executive Assistant, Office of the Vice President

(Executive Assistant 1)

Office of Development

Job Code: 4160

Grade: G

Exemption: 100% FTE, Non-exempt

Note: Not all unique aspects of the job are covered by this job description

Reporting to the Senior Associate Vice President for the Office of Development (OOD), the Executive Assistant is responsible for providing complex and diversified administrative support with minimal supervision. Anticipate the needs of senior level managers and proactively solve problems and/or independently handle issues.

INTRODUCTION TO OFFICE OF DEVELOPMENT (OOD):

The Office of Development (OOD) supports the goals and purposes of Stanford University. OOD staff members, working in concert with academic leadership and volunteers, strive to enhance, over the long-term, useful gift support to Stanford. In the process, development staff establish and nurture relationships with students, alumni, parents, friends, corporations, foundations and associations. Stanford University is committed to a donor-centric approach to development. Every member of the OOD staff plays a role in providing the university's donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience.

Your responsibilities will include:

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  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.
  

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

To be successful in this position, you will bring:

• High school diploma and five years of administrative 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.
  

Why Stanford is for you:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Enjoy a film screening, or listen to a renowned author or global leader speak.
  

• A caring culture. We provide excellent retirement plans, generous time-off, and family care resources.
  

• A healthier you. Climb our rock wall, swim in our Olympic-sized pool, or choose from hundreds of health and fitness classes at our world-class exercise facilities. We also provide highly competitive health care benefits.
  

• Discovery and fun. Stroll through historic sculptures, trails and museums.
  

• Enviable resources. Enjoy free commute programs, ridesharing incentives, discounts and more!
  

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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

How to apply:

We invite you to apply for the position by clicking on the “Apply for Job” button. To be considered, please submit a cover letter and a resume with your online application. The cover letter should briefly describe why you believe you are a good fit for this position.

Additional Information

• Schedule: Full-time
• Job Code: 4160
• Employee Status: Regular
• Grade: G
• Requisition ID: 85615

Job:

Location: Office of Development, Stanford, 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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