"Alerted.org

Executive Assistant to Chief of Staff, Office of the President

Offices of the President, Stanford, California, United States

New

Administration

Post Date 13 hours ago

Requisition # 107480

The Office of the President is seeking an experienced Executive Assistant (EA) with exceptional calendaring, communication, and project management skills. Reporting to the Chief of Staff, the EA will thrive in a dynamic environment, adapt seamlessly to evolving priorities, and independently manage projects while exercising sound judgment on complex matters. The EA will professionally interact and coordinate meetings and correspondence with individuals and entities internal and external to the university, including academic officers and faculty, senior level officers and staff, donors, and government officials. The EA will handle sensitive content with discretion, ensuring timely, accurate execution in line with university policies. The EA will collaborate closely with senior leaders and cross-functional teams across the university, building strong relationships, aligning stakeholders, and fostering a culture of teamwork to advance the Office of the President’s priorities. The EA will support both the Chief of Staff and Vice President for University Affairs & Secretary to the Board of Trustees within the Office of the President.

This role requires advanced executive-level administrative experience and the ability to manage complex tasks and stakeholder relationships. The EA will make decisions that influence relationships within the University and with external partners, quickly learn and grasp priorities, and execute them with informed judgement. The EA embraces continuous learning, mastering systems, policies, and institutional practices, and applying insights to improve processes and outcomes. Success in this position depends on planning several steps ahead, anticipating implications and logistics, and maintaining strong organizational skills to support multiple initiatives and competing deadlines.

Responsibilities include:

+ Coordinate executive administrative activities of the Office of the President, including management of complex calendars, travel arrangements and associated logistics. Independently commit senior leader's time to those requesting access based on an in-depth understanding of the priorities, needs and context of the university framework.

+ Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Office of the President; follow up with appropriate parties to ensure deadlines are met.

+ Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including academic officers and faculty, senior level officers and staff, donors, and government officials.

+ Serve as executive liaison to various internal and external constituencies, including screening correspondence and telephone calls and keeping senior leaders informed of all matters requiring 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.

+ Organize and maintain the workings of the Office of the President. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.

+ May also supervise staff.

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 senior leader'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.

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 phone, 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 flexible work schedule including 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.

_The expected pay range for this position is $112,312 to $142,168 per annum._

_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._

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 andunique perksempower you with:

+ **Freedom to grow.** We offer career development programs, tuition reimbursement, or course auditing. 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

_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._

_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: 4161**

+ **Employee Status: Regular**

+ **Grade: I**

+ **Requisition ID: 107480**

+ **Work Arrangement : On Site**