Executive Assistant to Shriram Family Director

Job Details



Executive Assistant to Shriram Family Director
Other, Stanford, California, United States

Schedule: Full-time
Job Code: 4160
Employee Status: Regular
Grade: G
Requisition ID: 94434

JOB PURPOSE:

Provide complex and diversified administrative support with minimal supervision to Shriram Family Director, Knight-Hennessy Scholars in both his university and Knight-Hennessy responsibilities — this will include calendar and travel management, correspondence, and coordination of daily activities. The Executive Assistant will anticipate needs, proactively solve problems, and independently handle issues. He/she/they will also support the operations of the Knight-Hennessy Scholars program by managing board operations and donor stewardship operations. Additional projects may include (but are not limited to) event and meeting logistics assistance, travel management, invoice processing, email correspondence, and other duties as assigned.

CORE DUTIES*:

  • Provide administrative support for the Shriram Family Director and Executive Director, Knight-Hennessy Scholars. Coordinate the activities of the Shriram Family Director and Executive Director, including management of a complex calendar, travel arrangements, correspondence, and associated logistics.

    • Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts, and manage complex business travel in compliance with unit, university, and sponsor policies.

    • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Shriram Family Director informed of all matters requiring his/her attention.

    • Negotiate and manage the needs of individuals or groups requesting time with the Shriram Family Director, independently committing his/her time.

    • Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.

    • Act on behalf of the Shriram Family Director in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep Shriram Family Director informed of all matters that require 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.

    • Analyze and review material and extract pertinent information for briefing purposes. Research and/or write background information for meetings.

  • Support Knight-Hennessy Scholars board operations — Art Committee, Faculty Advisory Board, and Global Advisory Board. Responsibilities include meeting logistics, calendaring, directory and data management, and communication.

    • 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 events within budget, as needed.

    • Compose and draft documents and correspondence for presentations, marketing, conferences, seminars, and reports. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.

  • Support donor stewardship communications and tracking for Knight-Hennessy Scholars.

  • Additional projects may include (but are not limited to) assisting with event and meeting logistics, travel management, complex financial transaction processing, budget reconciliation, data entry, data management, system and process development, marketing correspondence, and customer service.

  • 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

MINIMUM REQUIREMENTS:

Education & Experience:

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

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.


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 work flexible work schedule including weekends.

  • Work onsite at Stanford's campus no fewer than three days per week (as of April 2022; subject to change)


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.


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.

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.


To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/3068176

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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