Executive Assistant

Requirement Detail

Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities.

Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing high-quality services to students and other members of the university community.

The department has an annual operating budget of over $350M, operates 24 / 7 / 365, and oversees a $3B asset portfolio comprising a 7 million sq.

ft. physical plant across the campus. In autumn quarter of the 2021-22 academic year, R&DE will return to providing housing for over 13,000 students and dependents, serving meals at 17 dining halls, 12 retail locations, and operating athletic concessions and conference operations.

Additionally, R&DE comprises 1,100 FTE staff in the following divisions : Student Housing Operations & Conferences, Stanford Dining, Hospitality & Auxiliaries, Maintenance Operations and Capital Projects, and a team of R&DE strategic business partners : Finance & Administration, Information Technology, Human Resources, and Strategic Communications.

€?Students (Customers) First?€? is the mantra of R&DE and our strategic goals reflect our commitment to delivering quality and excellence to our constituents every day.

In R&DE, ?€?Excellence is defined by aligning our strategic goals and performance with our vision.?€?

Stanford and R&DE are committed to creating and sustaining a diverse environment. R&DE's dedication to promoting diversity, multiculturalism, and inclusion is reflected in our work of providing service excellence to our students.

Diversity is more than a commitment?€ it is foundational to what we do. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other characteristics that make us different.

JOB PURPOSE :

The Executive Assistant, reporting to the Executive Administrative Partner, will provide advanced, diversified executive support of a substantial and confidential nature to the Senior Associate Vice Provost (SAVP) for R&DE, a member of the University Cabinet.

The SAVP is the steward for a $3B asset portfolio and $350M annual operating budget, and who leads strategic operations for R&DE Student Housing Operations & Conferences and Stanford Dining, Hospitality & Auxiliaries.

S / he is responsible for upholding customer service standards across R&DE as an ambassador of the office of the SAVP. This position requires an individual who has the following skills : exemplary organizational skills;

self-motivation; excellent writing and communication skills; resourcefulness; flexibility resilience; excellent interpersonal and customer relations skills, and the ability to work successfully across a broad spectrum of students, faculty, and staff.

CORE DUTIES :

Coordinate the executive's activities, including management of a complex calendar, travel arrangements and associated logistics.

Independently commit the executive's time to those requesting access to him / her based on an in-depth understanding of the executive's priorities and needs and his / her role within the university framework.

• Independently prioritize, plan, coordinate and / or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
• Serve as the executive's liaison to various internal and external constituencies, including screening correspondence and telephone calls;

keep the executive informed of all matters requiring his / her attention.

• 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.
• Oversee and / or manage multiple projects; anticipate and track critical dates, events and organizational issues for the executive;

follow up with appropriate parties to ensure deadlines are met.

Organize and maintain the workings of the executive's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.

Direct staff to perform various tasks and assignments.

Requirements :

MINIMUM REQUIREMENTS :

Education & Experience :

Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities :

• Demonstrated extensive high-level administrative experience supporting executive level individuals.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
• Contextual understanding of executive's role within the university framework.
• 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.
• Advanced computer skills and demonstrated experience with office software and email applications.

Compensation : 45-50 hourly