Executive Assistant to the Dean and Senior Managers
Location: Stanford, California
Internal Number: 92916
Reporting to the Director of Administration and Operations, the Executive Assistant (EA) to the Dean and Senior Managers is independently responsible for all administrative support functions for this senior leadership team and is the primary interface between these managers and their internal and external clients. The EA must develop a clear understanding of each sub-unit's business organization and the role, responsibilities and priorities of each senior manager and determine which issues require their attention by tracking the progress of issues and helps to resolve problems on behalf of each senior leader. The EA ensures maximum organizational and operational efficiency at all times.
The Office of Undergraduate Admission (UGA) assembles a freshman class of 1,700 students and a transfer class of approximately 25-40 students each year. We strive to build a class that cuts across a number of dimensions to add to a rich and diverse undergraduate educational experience for everyone. We believe that a student body that is both highly qualified and diverse in terms of culture, socioeconomic status, race, ethnicity, background, work and life experiences, skills and interests Is essential to the educational process and will provide additional contributions and dimensions to the Stanford community.
The Financial Aid Office (FAO) strives to enable all admitted students to take advantage of the opportunities at Stanford through one of the most generous financial aid programs in the nation. We are a dynamic team of dedicated professionals committed to serving all students, both undergraduate and graduate, and their families. We maximize use of technology to provide funding, tools and information necessary to meet educational expenses for all students. We ensure that institutional, governmental and private funds are administered in compliance with the highest standards of fiscal responsibility.
Visitor Information Services (VIS) welcomes more than 100,000 visitors to campus annually, offering campus tours and providing information about the university and the surrounding area. The trained staff of student tour guides represent many academic disciplines and campus activities including student leadership, performing arts, community service, and athletics. We help visitors navigate and enjoy our world-class facilities, sprawling foothills, and distinctive sandstone and tile architecture.
Central Administration Team (CAT) serves as an infrastructure support group for the above three sub-units and is comprised of Customer Service/Public Relations, Human Resources, Budget/Finance, Technology, Facilities Management, and Administrative Support. This team is expected to attain the highest level of quality, reliability, excellence, and integrity in its provision of services to the staff and visitors to Stanford University.
Your responsibilities include:
Acting on behalf of the Dean and Senior Managers, routinely and independently exercises judgment in establishing priorities and identifying and resolving problems that are administrative in nature, including workload decisions where direction and/or precedents may not be available (e.g., becoming thoroughly familiar with daily and cyclical sub-unit programs and processes, identifying key individuals and/or complex situations that require deft handling; gathering, analyzing, and synthesizing information and data from any number of sources - local, national and international - in order to facilitate decision making by the Dean and/or Senior Managers; probing beyond stated situations to identify key underlying issues; interacting frequently with the Dean and Senior Managers on a variety of matters in order to consider multiple alternatives, recommending change where appropriate, and coordinating effective resolution with others while anticipating the needs of the senior leadership team, etc.).
Maintaining and coordinating multiple complex meeting schedules/calendars with limited consultation (reserving rooms, arranging for catering, preparing agendas and handouts, making sure all technology needs will be met); resolving calendaring conflicts, and arranging travel in compliance with unit and university policies.
Overseeing and/or performing duties associated with scheduling and organizing and operating complex conferences, seminars, and events, events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
Gaining thorough familiarity with daily, monthly, and annual cyclical processes, projects and priorities of each sub-unit (e.g., Restrictive Early Action, Regular Decision and Transfer admission processes, generating acknowledgement letters for recommendations, admit letters, senior administrator admit packets; producing Watch List binders; serving as scribe for (1) monthly faculty-led Committee on Undergraduate Admission and Financial Aid meeting and (2) semi-monthly Office of Undergraduate Admission staff meeting; entering volunteer activities in PostGrads platform; etc.)
Composing correspondence and drafting documents for presentations, committees, conferences, and reports; performing substantial editing and fact checking. Creating, maintaining, modifying, and/or ensuring accuracy of content in various documents, displays, reports, brochures, social media, and/or websites (e.g., preparing data and other information in a logical manner for analysis by management; identifying and clarifying urgent issues to which prompt responses are needed; identifying underlying issues and determining possible courses of action while establishing tone of calmness, integrity, responsiveness, and competence, etc.).
Creating complex reports and spreadsheets which may utilize specialized software and systems.
Overseeing and/or processing a variety of complex financial transactions; producing and resolving discrepancies.
* - Other duties may also be assigned.
In addition, preferred requirements include:
High school diploma (Bachelor's degree highly desirable) and four years of administrative experience, or combination of education and relevant experience.
To be successful in this position, you will bring:
Advanced computer skills and demonstrated experience with office software and email applications (Microsoft Office Suite/Word, Excel, PowerPoint, Outlook; Google Suite; Adobe Acrobat; Oracle Financials; Slate; etc., highly desirable).
Demonstrated success in the ability to prioritize directives and multi-task in a fast-paced, complex, multi-faceted, deadline-driven environment with competing priorities.
Excellent organizational skills, and attention to detail, and high level of accuracy.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to maintain strict confidentiality.
Ability to be a self-starter, take initiative and ownership of projects, and work well under pressure.
Ability to work independently with minimal direction while routinely exercising sound judgment in making decisions.
Why Stanford is for You
Stanford's dedicated 16,000 staff come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global sphere. We provide competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our generous perks align with what matters to you:
Freedom to grow. We offer career development programs, tuition reimbursement, or auditing 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.
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
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.
How to Apply
We invite you to apply for this position by clicking on the "Apply for Job" button. To be considered, please submit a cover letter, and resume along with your online application.
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?