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Job Code: 4161
Job Grade: I

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

The Faculty Development and Diversity Office is seeking an Executive Assistant 2 to be part of the team which supports the faculty through a variety of programs, such as orientation, talks, workshops, and events for new and junior faculty, department chairs and deans, and initiatives supporting faculty diversity.

The office assists in faculty recruitment and retention efforts to ensure that Stanford has an excellent and diverse faculty. The office works with deans, chairs and search committees with outreach efforts in developing talented and diverse applicant pools, and serves as a central resource for all faculty recruits and newly hired faculty in their transition to the Stanford community.

This is a full-time position and is anticipated to start in April 2019.

Job Purpose:

Provide advanced, diversified administrative support of a substantial and confidential nature to the Vice Provost for Faculty Development and Diversity. Anticipate the Vice Provost's needs and proactively solve problems and/or independently handle issues. Work is performed autonomously, without specific instructions or prescribed procedures, and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the Vice Provost.

Your responsibilities include:
  • Coordinating the Vice Provost's activities, including management of a complex calendar, travel arrangements and associated logistics. Independently committing the Vice Provost's time to those requesting access to the Vice Provost based on an in-depth understanding of the Vice Provost's priorities and needs and role within the university framework.
  • Independently prioritizing, planning, coordinating and/or overseeing logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
  • Serving as the Vice Provost's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeping the Vice Provost informed of all matters requiring the Vice Provost’s attention.
  • Composing correspondence; developing, reviewing and editing presentations and documentation; independently researching and analyzing associated issues and/or compiling materials needed for presentation and/or decision making purposes.
  • Overseeing and/or managing multiple projects; anticipating and tracking critical dates, events and organizational issues for the executive; following up with appropriate parties to ensure deadlines are met.
  • Organizing and maintaining the workings of the Vice Provost's office. Taking responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Directing staff to perform various tasks and assignments.
  • Providing staffing support for other senior administrators in the office including the Senior Associate Vice Provost and the Associate Vice Provost
  • May also supervise staff.
* - Other duties may also be assigned

To be successful in this position, you will bring:
  • A Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.
  • 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 executive'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.
In addition, you may need to work a flexible work schedule including weekends.

* - 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.

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 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.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

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 resume and a cover letter along with your online application.

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