Executive Assistant 1

🔍 Dean of Research, Stanford, California, United States

📁: Administration

📅   : Sep 10, 2024 Post Date

📅   : 104541 Requisition #

Are you passionate about human performance, exercise, and well-being? Do you thrive in dynamic environments where cutting-edge research and innovation intersect with operational excellence?

The Wu Tsai Human Performance Alliance at Stanford is seeking a highly organized and motivated Executive Administrator 1. This position requires a detail-oriented professional who can manage complex schedules, coordinate high-profile events, and handle financial operations with precision. This full-time role offers flexible work arrangements, including hybrid working options.

What is the Wu Tsai Human Performance Alliance?

The Wu Tsai Human Performance Alliance at Stanford is a university-wide research initiative, housed under the Vice Provost and Dean of Research (VPDoR), that leverages Stanford’s exceptional research, outstanding athletics, and innovative spirit. We are creating a community that draws on diverse efforts across campus to uncover the fundamental principles of peak performance. Through our programs, we are developing the knowledge, the people, and the tools to make optimal health more accessible to all. We hope you will join us in our mission and strongly encourage candidates from diverse backgrounds to apply.

Our VPDoR Diversity Journey:

We create a hub of innovation through the power of diversity of disciplines and people.
We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.
We promote a culture of belonging, equity, and safety.
We embed these values in excellence of education, research, and operation.

POSITION SUMMARY:

We seek an Executive Administrator to support the Wu Tsai Human Performance Alliance Director and Unit. This role involves providing comprehensive administrative and operational support with minimal supervision, effectively managing complex schedules, events, and financial tasks. The ideal candidate will coordinate and execute responsibilities in a professional manner, ensuring seamless communication and operations within this dynamic and interdisciplinary environment. To Apply: Please submit a cover letter and résumé along with your online application

CORE DUTIES:

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.
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.
Oversee and/or perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
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.
Other duties as assigned.

DESIRED QUALIFICATIONS:

Prior experience managing an executive’s calendar.
Prior experience making complex travel arrangements.
Prior experience supervising employee(s).
Experience interacting with executives and leadership roles.
Proficient in Outlook, PowerPoint, Excel, and Google suite.

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.
Excellent customer service and interpersonal skills.
Ability to take initiative and ownership of projects.
Demonstrated ability to handle sensitive issues and maintain confidentiality.
Ability to routinely and independently exercise sound judgment in making decisions.
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.

PHYSICAL REQUIREMENTS*:

Constantly perform desk-based computer tasks.
Frequently stand/walk, sit, grasp lightly/fine manipulation, and use a telephone, writing by hand.
Occasionally reach/work above shoulders, grasp forcefully, and 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 and hybrid work schedule.
This position will be located on Stanford’s campus in Palo Alto, CA.

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 expected pay range for this position is $39.90 to $49.04 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

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. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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.

Additional Information