Executive Assistant

🔍 Dean of Research, Stanford, California, United States

New

📁: Administration

📅   : 2 days ago Post Date

📅   : 105932 Requisition #

SCHOOL/UNIT DESCRIPTION:

The Stanford Institute for Materials and Energy Sciences (SIMES) is the Materials Sciences Division of SLAC National Accelerator Laboratory and forms a fundamental component of SLAC’s program of energy science. SIMES also lives within Stanford University, whose faculty, scientists, and visiting scholars provide the guidance and intellectual community needed to drive our vision and educate the next generation of scientific talent. The union between a leading university and a national laboratory enables SIMES to form unique research partnerships and exchange technologies with other national and international universities, national laboratories, and private industry.

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:

SIMES seeks a highly-motivated, experienced and organized Executive Assistant to provide complex and diversified administrative support with minimal supervision to the department as a whole. The Executive Assistant will work independently and proactively to identify solutions to complex problems and provide high level administrative support.

The Executive Assistant will take on special projects and activities in service of the organization as well as the faculty, involving gathering and analyzing information and preparing reports. The successful candidate will have a strong background and proven track record in managing competing demands and priorities with the highest degree of professionalism and accuracy and must possess excellent project management and communication skills. The candidate must be able to exercise sound judgement in a variety of different situations and handle highly confidential matters with discretion.

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 regard 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.

Specific Duties include:

Responsible for managing, maintaining, and organizing the institute’s office, calendar, and managing travel and logistics for all meetings, symposia, conferences, and visitors related to this office.
Manage the logistics of projects, meetings, and reports for SIMES. Collect and analyze data, create reports, review and explain trends, formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the unit or function.
Prepare high level presentations, writing and proof narrative pieces and correspondence.
Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the unit, including executive and senior level staff, faculty, visitors, and government officials.
Independently gather and compose formal documentation and reports related to proposals and budget development.
Manage complex business travel in compliance with SLAC, Stanford, and sponsor policies.
Plan, schedule, and manage logistics for the institute’s site visits, internal and external committees, as well as research groups.
Manage the business responsibilities of this office, assisting in processing payments and invoices for travel, conferences and meetings, and other expense issues as needed.
Organize the group logistics of the teams and units working with the faculty.
Implement, interpret and apply administrative policies and procedures.
Keep records of various management meetings, take meeting minutes, coordinates and follows-up on action items.
Promote the flow of information across the organization and support the institute as it conducts materials energy research projects at SLAC and Stanford.
Manage and maintain appropriate files of all correspondence and information and execute special administrative projects as necessary.
Set own work priorities and work with minimal direction in a fast paced, dynamic environment and needs to successfully navigate changing priorities.

MINIMUM REQUIREMENTS:

Education & Experience:

High school diploma and five years of relevant experience or combination of education and relevant experience.
Desired Education & Experience:
Bachelor’s degree in business, administration, or related field or a combination of education, training and experience performing above listed responsibilities.
At least four years’ experience supporting high level executives.
Demonstrated ability to exercise a high degree of discretion and independent judgment and experience dealing with matters of highly confidential nature.
Proven record of accomplishments that demonstrates initiative, creativity, and polished administrative professional and diplomatic skills.

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.

DESIRED QUALIFICATIONS:

Knowledge of SLAC and Stanford policies and procedures or the desire to become knowledgeable of these policies and procedures.
Demonstrated ability to prioritize own work and multi-task.
Demonstrated excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Ability to communicate effectively both orally and in writing.
Strong writing skill for reports and presentations.
Excellent written, editing and verbal communication skills.
Ability to routinely and independently exercise sound judgement in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.

PHYSICAL REQUIREMENTS*:

Constantly perform desk-based computer tasks.
Frequently stand/walk, sitting, grasp lightly/fine manipulation.
Frequently use a telephone.
Rarely lift/carry/push/pull objects up to 10 pounds.

* - 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 require occasional extended hours

WORK STANDARDS:

Interpersonal Skills: Demonstrates the ability to work well with SLAC and Stanford colleagues and clients and with external organizations.
Strong commitment to confidentiality.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety.
Punctual on work schedule
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 $42.79 to $44.00 per hour.

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 a wide range of factors that are unique to each candidate including but not limited to geographic location, knowledge, skills and abilities, relevant education, depth and breadth of experience, performance; as well as other business and organization needs such as (but not limited to) the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the unit, department and reporting relationships.

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 regarding Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be disclosed during the hiring process.

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.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a contact form.

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