Executive Assistant and Office Manager

Stanford University - Stanford, CA4.3

Full-timeEstimated: $47,000 - $65,000 a year
Business Title: Executive Assistant and Office Manager

Department: Dean of Students

If you are interested in using your organizational expertise to support important student-centric work, we invite you to apply for the Executive Assistant position supporting the Senior Associate Vice Provost and Dean of Students (SAVP). The SAVP serves as a member of the Student Affairs’ executive team, participates in leadership of divisional and university priorities and routinely represents the vice provost of student affairs at the university level on matters related to student care, learning and development.

The Dean of Students Office (DOS) is part of the Student Affairs division whose mission is to educate students to make meaningful contributions as citizens of a complex world. The Executive Assistant will be interacting frequently with the following units reporting to the SAVP: Office of Community Standards, Graduate Life Office, Office of Accessible Education, Schwab Learning Center and Residential Education.

Your Responsibilities:
Provide complex and diversified administrative support with minimal supervision. Anticipate the needs of the Senior Associate Vice Provost and Dean of Students, proactively solve problems and/or independently handle issues. Serve as Office Manager for the Dean of Students Office.

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 their time. May occasionally represent the supervisor by attending meetings in their absence; speaking for the supervisor.
Act on behalf of the SAVP 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 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 supervisor 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.
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. Support special projects including, but not limited to: staff searches, websites updates, etc.
Serve as Time & Leave Administrator for DOS units.
Perform administrative tasks related to financial and human resource transactions and processes.
Organize and maintain office operations and workflow. 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.

To be successful in this position, you will bring:
High school diploma and five years of relevant experience or combination of education and relevant experience.
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 their job.
Stanford University is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and individuals with disabilities.

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 and unique perks empower you with:

Freedom to grow. We offer career development programs, tuition reimbursement, or audit 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.
Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!