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Executive Assistant & Office Manager at Stanford University

Posted in Other 30+ days ago.

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Type: Full Time
Location: STANFORD, California

Job Description:

Executive Assistant & Office Manager

Stanford University

Job Number: 86276

Stanford University, recognized as one of the most prestigious and innovative academic institutions in the world, is in search of an Executive Assistant to support the Associate Vice Provost for Administration, the Chief of Staff & Assistant Vice Provost for Strategy and the VPSA Office. The mission of the Student Affairs division is to educate students to make meaningful contributions as citizens of a complex world. Essential to this mission are ensuring excellence in the core operational functions of the division of student affairs including communications, department reviews, finances, human resources, space management and technical support for a staff team of 300+ professional staff. If you are interested in using your organizational expertise to support this important work, we invite you to apply for this position.

Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the Associate Vice Provost for Administration and the Chief of Staff & Assistant Vice Provost for Strategy and proactively solve problems and/or independently handle issues. Serve as office manager for the VPSA Office. This position reports to the Chief of Staff & Assistant Vice Provost for Strategy.

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 executives, independently committing their time. May occasionally represent the executives by attending meetings in their absence; speaking for the executive.
Act on behalf of the executive in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep executives informed of all matters that require their attention.
Respond to inquiries from students, faculty, external constituents, and staff.
Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executives informed of all matters requiring their attention.
Independently prioritize, plan, coordinate and/or oversee logistics for events and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials and including full student affairs staff meetings, forums, lecture series and an annual student affairs conference. Managing duties includes maintaining the VPSA event calendar, arranging with vendors for services, overseeing the production and distribution of materials, administering logistics and managing events within budget.
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 executives to ensure deadlines are met.
Serve as Time & Leave Administrator for the staff in the VPSA Office.
Support special projects including, but not limited to: executive and central staff searches, assisting departments with websites, learning grants, etc.
Perform administrative tasks related to financial and human resource transactions.
Provide back-up support to the Executive Assistant to the Vice Provost
Organize and maintain the workings of the office. Maintain office space, order office supplies and equipment; submit service requests and obtain vendor quotations, as needed. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.

* - Other duties may also be assigned

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.
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.


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.

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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


May work occasional weekend and evening hours.


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,

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

To be considered for this position please visit our web site and apply on line at the following link:

Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.