Executive Office Manager

Job Title: Executive Office Manager 
Exemption: Non-exempt


WORK SCHEDULE:

Work Schedule: Hybrid work arrangement with at least three days per week on-site.

 

BUDGETED SALARY:

 
Budgeted salary: $44.84-$65.44/hr

 

SCHOOL/UNIT DESCRIPTION:

The Stanford Digital Economy Lab (DEL) conducts groundbreaking research on the impact of the digital economy. We bring together an interdisciplinary group of passionate researchers to study how digital technologies are transforming work, organizations, and the economy. Our insights are helping companies, policymakers, students, and professionals rise to the challenges and opportunities created by digitization. We believe in the power of human work and that augmenting human capabilities with machine capabilities will lead to the most profitable gains for everyone. The Lab is part of the Stanford Institute for Human-Centered Artificial Intelligence (HAI) and co-sponsored by the Stanford Institute for Economic Policy Research (SIEPR) 

 

POSITION SUMMARY:

The Executive Office Manager is a key role supporting senior leadership of the Digital Economy Lab. This position will provide complex and diversified administrative support with minimal supervision. Critical to the role is the ability to anticipate the needs of senior leadership and proactively solve problems, independently handling issues. This position will report directly to the Executive Director of DEL and coordinate with other members of the DEL and HAI teams as appropriate to deliver value to DEL’s expanding community and network. This role will also support leadership on gift and grant proposals, reporting, and stewardship, as well as track and support priority projects on behalf of faculty.
 

This is a two-year fixed term position and may be extended based on programmatic need and funding availability. This position is 100% FTE and benefits eligible. This position will be based on Stanford’s main campus and will be considered for an option of hybrid work arrangement, subject to operational need. For consideration, please submit your resume and cover letter.

 

Responsibilities

Core Duties:

• 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.
• Research and/or write background information for meetings. Participate in meetings on supervisor’s behalf, inform after the fact.
• 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 research 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) without prior 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. Make recommendations based on reports.
• 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 complex office moves. Plan and coordinate routine remodeling and renovations.
• Analyze and review material and extract pertinent information for briefing purposes.

Positions at this level also include one or more of the following duties:

• In conjunction with financial lead and/or principal investigator, assist with sponsored project research proposal submissions and post award administration.
• Responsible for leading the administrative functions of a program or unit.
• Perform human resources transactional support and/or faculty affairs support; coordinate or manage the visa process.
• Serve as building coordinator.
• Oversee or supervise day-to-day work of other administrative or support staff, 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.

Minimum Education and Experience

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

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with office software and email applications.
• Proven success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent 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.