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Administration
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91396 Requisition #

We are hiring one (1), full time (100% FTE), fixed term position for two (2) years, which is renewable based on programmatic need and funding.

 

SCHOOL/UNIT DESCRIPTION:

The Stanford Precourt Institute for Energy focuses on making the world's energy systems less vulnerable to economic and security threats, reducing environmental impacts, and delivering modern energy service to billions of people now living without it. The institute engages Stanford’s faculty and students to invent new technologies and policies; accelerates solutions through collaborations; and educates leaders through education and outreach programs.

 

Our VPDoR Diversity Journey:

  • We create a hub of innovation through the power of diversity of disciplines and people.
  • We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
  • We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community. 
  • We promote a culture of belonging, equity, and safety.
  • We embed these values in excellence of education, research, and operation.

 

POSITION SUMMARY:

The institute is seeking a highly qualified Executive Assistant (EA) with exceptional calendaring, communication, and management skills. The EA must be able to work well under pressure, support a demanding travel schedule, consistently adapt to change, and be able to make difficult independent decisions. The EA will interact with VIPs such as foreign dignitaries, government officials at the highest levels, CEOs of large corporations, and executive members of the Stanford community. It is imperative that the EA can communicate in a very polished and professional manner. The EA will be exposed to and responsible for handling matters that are highly confidential in nature and will need to delicately deal with information of significant importance. The EA must be able to work responsibly and independently to address and proactively engage with people in a highly demanding environment. The EA must be able to make judgement calls in problematic situations and be exemplary in representing his/her principal, the Precourt Institute for Energy, and Stanford University.

 

The position requires advanced administrative support with complex management of tasks and people. The EA will make choices that can have an impact on relations with dignitaries. The EA must routinely learn, deeply understand, and intelligently execute priorities making effective and informed decisions. This position is best accomplished by an EA that is constantly thinking several steps ahead while considering the logistics and impact of decisions made. The EA must have strong organizational skills. The principal the EA will support is leading multiple initiatives and is a key leader for the university. Therefore, the EA will also be tasked with and responsible for having a significant role in supporting multifaceted events that will have an impact for Stanford and society. Additionally, the EA will support the research activities of the principal, including student engagement and activities, lab management and budget monitoring.

 

 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 regarding 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.

 

Once COVID-19 safety measures are no longer applicable, this position will be based on the Stanford campus and will be considered for an option of telecommuting, subject to operational need.

 

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.

 

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 telephone, 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:

  • May 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.

 

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!

 

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.

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