Executive Assistant

🔍 Stanford Management Company, Stanford, California, United States

New

📁: Administration

📅   : 17 hours ago Post Date

📅   : 106354 Requisition #

Executive Assistant

Stanford Management Company (SMC) is seeking a dynamic, polished, and experienced Executive Assistant to provide professional support to the Investment Operations, Operations, and Legal Team. SMC, the University’s investment office, is located on campus. SMC invests Stanford University’s endowment funds, which provide critical financial support to current and future generations of students and scholars. SMC offers a friendly small work environment, while being an integral part of one of the world’s most respected universities.

The Executive Assistant will provide complex, high-quality and diversified administrative support while exercising excellent judgment. They will maintain incredible accuracy and agility with a responsive customer-centric approach. They will anticipate the needs of the team members and proactively solve problems and/or independently handle issues, while being an exceptional team player. The Executive Assistant will be part of SMC’s administrative team and will report to the Human Resources Director.

CORE DUTIES*:

Plan and schedule complex calendars with limited or no consultation, using judgment and an in-depth understanding of team members’ priorities to resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with team members, independently committing their time.
Act on behalf of team members in regards to establishing priorities and anticipating, identifying, and resolving problems that are administrative in nature. Use independent judgment to keep team members informed of all matters that require their attention.
Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep team members informed of all matters requiring their attention.
Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university.
Manage complex domestic and international business travel and expense reports in compliance with SMC and university policies.
Responsible for processing legal forms or documents for signature by respective manager, as well as prepare minutes for Board meetings.
Manage multiple projects simultaneously. Anticipate and track initial dates, events, and associated action items; follow up with appropriate parties on behalf of the team members to ensure deadlines are met.
Manage SMC office maintenance requests and projects, including but not limited to communicating with external vendors and project management of office improvements.
Provide assistance to support Emergency Response Team needs including logistical items and maintaining supplies.
Contribute to overall administrative support for SMC, including but not limited to:
- - Help ensure seamless reception/front desk coverage by providing relief coverage of the front desk on a regular and ad-hoc basis.
  - Help compile materials needed for presentations and/or decision-making purposes, and help assemble the quarterly Board books.
  - Support event planning and execution, including quarterly Board dinners.
  - Provide support for other administrative team members as well as back up coverage on an as-needed basis.
  - Maintain office and kitchen supplies, equipment; and obtain vendor quotes.
  - Coordinate and assist with office moves/ desk relocations.
  - Provide support by equipping and preparing new employee’s workspace.
Provide assistance and support to SMC’s Finance group including but not limited to:
- - Compiling financial information from multiple sources and University system to aid in expense management and planning and compliance with internal policies.
  - Submitting vendor contracts, purchase orders, invoices, and supplier information into the University financial system to facilitate the procurement process.

* - 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:

High school diploma and five years of administrative 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, organizational skills, and attention to detail.
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 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.

WORKING CONDITIONS:

Work Schedule: Monday to Friday – 7:30am to 4:30pm

May work extended hours.

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.

**A background check will be required for all final candidates.

We are not able to provide relocation or sponsorship for this position.

The expected pay range for this position is $42.79 - $48.81 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 factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

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!

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.

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