Executive Assistant

　　Office of External Relations, Stanford, California, United States

　　New

　　Administration

　　Post Date 2 days ago

　　Requisition # 101462

　　Executive Assistant, External Relations

　　Stanford Doerr School of Sustainability

　　Main Work Location : 397 Panama Mall, Stanford CA 94305.

　　Schedule : Open to a hybrid work schedule (4 or more days per week on-site). This position is based on Stanford’s main campus with consideration given to the option for a hybrid work schedule (Monday-Thursday onsite, Friday offsite), subject to operational need. Interested candidates must include a resume and cover letter to be considered for this position.

　　About Us

　　The Stanford Doerr School of Sustainability has a unifying goal of creating a future in which humans and nature thrive together in concert and in perpetuity. The school’s unique three-part structure consisting of departments to drive scholarship and educate students, institutes to innovate across disciplines, and an accelerator to drive policy and technology solutions reimagines how universities can contribute to the planet's sustainability. We focus on creating knowledge and scaling solutions that benefit our local community and people globally, while also creating a school community that is inclusive of all people.

　　For more information on the school please clickhere.

　　The Sustainability External Relations team seeks a highly experienced Executive Assistant to support the Senior Associate Dean of External Relations and six other members of the external relations leadership team: the Director of Development, the Associate Dean of Marketing and Communications, the Strategic Corporate Alliances Officer, the Senior Director of Community Engagement, the Director of Volunteer Engagement, and the Chief of Staff, to whom this individual reports. The Executive Assistant will provide administrative and operational support including managing calendars, processing financial transactions and expenses, and coordinating meeting and event logistics. This position requires senior administrative skills and a high degree of organization; high flexibility and high responsiveness; the ability to successfully juggle multiple competing priorities; the ability to work independently and exercise good judgment; and demonstrated quick-thinking, initiative, diplomacy, tact, and calm. Detail-oriented and dynamic individuals, with a welcoming and highly professional manner, who are interested in working as part of a busy and mission-driven team, are encouraged to apply.

　　Your responsibilities include:

　　Represent the Sustainability External Relations team as the point of contact for guests, collaborators, external entities, and others making inquiries.

　　Plan and schedule multiple complex calendars with limited or no consultation and resolve calendaring conflicts, keeping in mind priorities and preferences, and striving to optimize the use of time.

　　Negotiate and manage the needs of individuals or groups requesting time with the Senior Associate Dean and other members of the leadership team.

　　Keep the Senior Associate Dean and leadership team informed of scheduling changes and other matters that require their attention.

　　On behalf of the Senior Associate Dean and leadership team, respond to inquiries from donors, external partners, and others. Provide logistics, including directions and parking information, to university guests.

　　Draft correspondence, contact reports, donor communications, and presentations. Research and analyze associated issues and/or compile materials as needed.

　　Manage complex business travel, purchases, expense reports, and other financial transactions in compliance with unit, university, and sponsor policies.

　　Create complex reports and spreadsheets with specialized software and systems.

　　Create project schedules and manage multiple projects simultaneously. Follow up with appropriate parties to ensure deadlines are met.

　　Draft agendas and take meeting notes.

　　Other duties as assigned.

　　To be successful in this position, you will bring:

　　High school diploma and minimum five years of relevant experience or combination of education and relevant experience; eight to ten years of experience is preferred.

　　Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software, email, and calendaring applications.

　　Excellent verbal and written communication skills, including editing and proofreading.

　　Excellent planning and organizational skills.

　　Ability to take initiative and ownership of projects.

　　A high degree of responsiveness and awareness of goals and priorities.

　　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 adapt to changing priorities and track critical deadlines.

　　Experience in development/institutional advancement and an understanding of the role of external relations and its work with donors, volunteers, and not-for-profit and corporate partners is desirable.

　　A commitment to promoting and supporting an environment of diversity and inclusion.

　　The expected hourly pay range for this position is $39.42 - $46.63 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.

　　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 his or her job.

　　WORKING CONDITIONS:

　　May require occasional overtime and working flexible hours, including nights and weekends.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.

　　WHY STANFORD IS FOR YOU:

　　Stanford University is one of the world’s premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives. We believe Stanford’s future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community.

　　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 enriches 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 andunique perksempower you with:

　　● Freedom to grow. We offer career development programs, tuition reimbursement, or audit courses. 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.

　　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

　　Schedule: Full-time

　　Job Code: 4148

　　Employee Status: Regular

　　Grade: G

　　Requisition ID: 101462

　　Work Arrangement : Hybrid Eligible