Executive Assistant, Investment Team

🔍 Stanford Management Company, Stanford, California, United States

📁: Administration

📅   : Dec 17, 2024 Post Date

📅   : 105496 Requisition #

Executive Assistant, Investment Team

Stanford Management Company (SMC) is seeking a dynamic, polished, and experienced Executive Assistant to provide professional support to Managing Directors and multiple members of the Investment 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. Exceptional communication is a cornerstone of this position.

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, including investment team members and senior level staff, Board members, and investment managers.
Compile materials needed for presentation and/or decision-making purposes, including the quarterly Board book.
Manage complex domestic and international business travel and expense reports in compliance with SMC and university policies.
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.
Provide support for other staff, including the administrative team and the front desk by providing coverage. Contribute as needed to the overall smooth functioning of the SMC office.

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 and organizational skills.
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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

WORKING CONDITIONS:

Work Schedule: Monday to Friday – 8:30am to 5:30pm

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.

*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 to $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.

Additional Information