Administrative Manager

To be considered, please submit a resume and cover letter expressing what makes you interested in the position and how your skills and capabilities align with the job requirements along with your online application.

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

Unit Description: 

The Knight-Hennessy Scholars program cultivates a diverse multidisciplinary community of emerging leaders from around the world and guides them to collaborate, innovate, and communicate as they prepare to address the complex challenges facing society. Knight-Hennessy Scholars benefit from an experiential leadership development platform, become part of a supportive community of fellow scholars, and receive funding for graduate study at Stanford. The program focuses on broadening knowledge, developing skills, and strengthening character through the King Global Leadership Program, which provides a collection of community experiences, workshops, meetings with leaders, domestic and global study trips, and personal development opportunities.

Position Summary:

Reporting to the Director of Operations, the Administrative Manager will support the Knight-Hennessy Scholars program: oversee daily operations and office management, serve as the primary liaison for diverse committees, plan events, and provide administrative support to senior leadership.

CORE DUTIES:

• Oversee daily operations and office management
  • Manage procurement and inventory of office and program supplies, ensuring efficiency, availability, and budget adherence.
  • Oversee vendor contracts and service agreements to ensure optimal performance, cost-effectiveness, and alignment with organizational needs.
  • Proactively implement process improvements to enhance operational effectiveness and streamline workflows.
  • Serve as a key point of contact for visitors at Denning House, independently assessing their purpose, addressing inquiries, and ensuring safety and security protocols are upheld.
  • Operate as an independent contributor, taking initiative to support the success of day-to-day functions and long-term objectives.
  • Ensure Denning House remains clean, safe, and fully operational, creating a welcoming and functional environment for events and visitors.
  • Oversee and coordinate the onboarding and offboarding process, ensuring seamless execution by directing IT, hiring managers, and Knight-Hennessy staff through required tasks and scheduling.
  • Direct and communicate with Stanford and external service providers, vendors, and contractors, to facilitate program events, meetings, and building operations efficiently.
• Provide administrative support to senior leadership
  • Provide independent, high-level administrative support to the Shriram Family Director and the Executive Director, managing complex and dynamic schedules across multiple entities, locations, and time zones.
  • Exercise discretion, attention to detail, and a thorough understanding of organizational hierarchy and strategy to ensure seamless coordination of calendar and priorities.
  • Support the Executive Director with administrative tasks, including calendar and travel management, correspondence, daily activity coordination, event and meeting logistics, and invoice processing.
  • Utilize in-depth knowledge of systems, policies, and strong interpersonal communication skills to balance and align competing priorities effectively.
• Organize events
  • Independently plan and coordinate a variety of events, including team meetings, retreats, and celebrations, ensuring seamless execution and alignment with program objectives.
  • Lead the scheduling, organization, and management of complex conferences, seminars, and events, overseeing vendor coordination, logistics, and budget compliance.
  • Oversee the production and distribution of materials to support successful events and outreach initiatives.
  • Effectively multitask and adapt to changing circumstances, ensuring smooth event operations and an exceptional participant experience.
• Serve as the primary liaison for diverse committees
  • Serve as the primary liaison for the Knight-Hennessy Scholars Program Art Committee, Faculty Fellows, and Advisory Board, representing the program to internal and external stakeholders.
  • Independently manage all aspects of engagement, including meeting coordination, calendar management, directory and data oversight, and preparation and distribution of materials.
  • Oversee event planning and execution, ensuring alignment with program goals, budget adherence, and a seamless experience for participants.
  • Develop and manage communications to support stakeholder engagement and program initiatives.
• Create reports, presentations, and correspondence
  • Develop and refine documents, reports, and correspondence for presentations, donor stewardship, conferences, and seminars, ensuring clarity, accuracy, and strategic alignment.
  • Create, maintain, and enhance content across various platforms, including reports, brochures, and websites, ensuring consistency and effectiveness.