Executive Assistant

Stanford University in Stanford

Job Description

Job Code: 4160
Grade: G

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

The Office for Religious Life (ORL) seeks an Executive Assistant who will be a part of a diverse ORL team that supports the Stanford community by offering an array of year-round religious and spiritual events and programs. The position requires an understanding of, and commitment to, the mission and purpose of the Office for Religious Life, which is to oversee the religious and spiritual life of the campus, with care and compassion in not only what we do, but how we do our work for the Stanford community.

The ORL oversees the following facilities/space where a variety of programming occurs: the historic Stanford Memorial Church, at the heart of the campus in the main quad and the third floor of the Old Union that forms the Center for Inter-Religious Community, Learning and Experiences (CIRCLE). In addition, the ORL oversees programming at Windhover, a contemplative center, whose operations are managed by the office of the Vice Provost for Student Affairs.

JOB PURPOSE:
Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of senior level manager or chair (subsequently referred to as “supervisor” for this document) and proactively solve problems and/or independently handle issues. May be responsible for leading other administrative staff or subordinates.

CORE DUTIES*:
  • 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 the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
  • Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
  • Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
  • Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
  • 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 supervisor to ensure deadlines are met.
  • May also supervise staff.

  • - Other duties may also be assigned
MINIMUM REQUIREMENTS:

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.

  • - 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:
  • ORL events occur seven days a week, and often take place in the evenings. This is therefore not a M-F, 9—5 job, and genuine flexibility is required. Work schedule will be 40 hours/week, usually M-F or Su-TH, but often requiring weekend hours (including Saturdays), some evenings, and occasional holidays. These working hours will not usually require overtime but rather some flexibility for the 40-hour working week, as events determine.

How to Apply
We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, please submit your résumé and a one-page cover letter along with your online application.

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.

 

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