Executive Assistant
Hoover Institution, Stanford, California, United States

Schedule: Full-time
Job Code: 4161
Employee Status: Regular
Grade: I
Requisition ID: 95794

The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Executive Assistant.

A resume and cover letter are required for full consideration.

About Stanford University's Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs.

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges.

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.

JOB PURPOSE:

Provide complex and diversified administrative support to prominent Fellow at the Hoover Institution with minimal to no supervision. Anticipate the needs of Hoover Fellow and proactively solve problems and/or independently handle issues. Work is performed autonomously, without specific instructions or prescribed procedures, and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the Fellow. May be responsible for leading other administrative staff or subordinates. This role requires discretion, flexibility, occasional travel to events, time-management skills, disciplined organizational skills, ability to multi-task and attention to details.

CORE DUTIES:

• Coordinate the Fellow's activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the Fellow's time to those requesting access to him/her based on an in-depth understanding of the Fellow's priorities and needs and his/her role within the university framework.
• 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.
• Serve as the Fellow's liaison to various internal and external constituencies, including screening/managing/creating correspondence and telephone calls; keep the executive informed of all matters requiring 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.
• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Fellow; follow up with appropriate parties to ensure deadlines are met.
• Organize and maintain the workings of the Fellow's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
• May also supervise staff.

ADDITIONAL CORE DUTIES*:

• Research and follow-up on incoming issues and concerns addressed to the Fellow and determine appropriate action, referral, or response.
• Manage the Fellow's network and follow-up on contacts made by the Fellow and support the cultivation of ongoing relationships.
• Keep the Fellow updated on latest news stories, current affairs, and other developments relevant to their work.
• Coordinate and document financial information, such as the budget for the Fellow's travels, personal spending, and work-related spending. Collaborate with the appropriate contacts on invoices, reimbursements, and business transactions.
• Draft and edit material to be used on the Fellow's social media platforms.
• Record, edit, and upload recordings and scripts for interviews, podcasts, and speeches.
• Play a “gatekeeper” role, including possibly limiting direct access to the Fellow except when indispensable. Work with the Fellow's security team on all security protocols

* 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.

MINIMUM REQUIREMENTS:

Education & Experience:

Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.

Knowledge, Skills, and Abilities:

• Demonstrated extensive high-level administrative experience supporting executive level individuals.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
• Contextual understanding of executive's role within the university framework.
• 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.
• Advanced computer skills and demonstrated experience with office software and email applications.

Desired/Preferred Knowledge, Skills, and Abilities:

• Experience with social media platforms including Twitter, Facebook, Instagram, and YouTube.
• Working knowledge of podcast production and/or experience in journalism.

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 STANDARDS:

• Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as 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 Hoover Institution at Stanford University 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.



To be considered for this position please visit our web site and apply on line at the following link: https://careersearch.stanford.edu/jobs/executive-assistant-18453

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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