Administrative Associate, Board of Trustees

Abundance Network; United States; On-site; USD 55,000 - 65,000; Full time

Job summary

The Office of the Board of Trustees at Stanford University is seeking an Administrative Associate 3 to provide comprehensive administrative and operational support with limited supervision. This role supports the Associate Secretary and Project and Events Manager with logistics and staffing for events and meetings on campus.

You will manage relationships with vendors, staff, and Trustees, handle financial transactions, maintain conference spaces, and coordinate office operations to ensure

Qualifications

• High school diploma required; four years of administrative experience or equivalent.
• Bachelor’s Degree preferred.
• Advanced computer skills with office software and email.
• Excellent organizational, verbal and written communication skills.
• Ability to prioritize, multi-task and collaborate with stakeholders.
• Experience supporting C-level executives is a plus.

Responsibilities

• Act on behalf of supervisor to establish priorities and solve administrative problems.
• Schedule, organize, and operate complex conferences, seminars, and events; liaise with vendors.
• Draft documents and correspondence; edit and ensure accuracy of content for various outputs.
• Plan and schedule calendars; arrange travel in compliance with policies.
• Create complex reports and spreadsheets using specialized software.
• Process financial transactions; monitor budgets and reconcile statements; assist with vendor selection.
• Coordinate maintenance services; plan office moves or renovations.
• Supervise staff or student workers, assign workloads, and provide performance input.

Skills

Advanced computer skills

Organizational skills

Verbal and written communication

Customer service

Multitasking

Time management

Education

High school diploma

Bachelor’s Degree

Job description

Main Work Location: Historic Stanford Campus

Work Arrangement: On-site

Budgeted Salary Range: The expected pay range for this positions is is $40.10 to $47.04 per hour

Unit Summary

The Board of Trustees has responsibility for the stewardship of the university. Among the powers given to the trustees by the University’s Founding Grant is the power to appoint a president. The board delegates broad authority to the president to operate the university and to the faculty on certain academic matters.

Learn more about us at

https://boardoftrustees.stanford.edu/

https://president.stanford.edu/

Position Summary

The Office of the Board of Trustees is seeking an Administrative Associate 3 to provide administrative and operational support with limited supervision. This position will support the Associate Secretary and Project and Events Manager with logistics and staffing for events and meetings held primarily on the Stanford University campus. This includes managing relationships with both internal and external vendors, staff, and other interested parties as required. This role will manage financial transaction processing for the office and, in the capacity of handling event attendance, this individual will communicate directly with Trustees and senior staff. This role will also support operations and maintenance of all Board conference rooms and office space, as well as coordinating activities for reservations of these spaces. This position will also act as an office manager to maintain basic functions of the office with respect to ordering supplies; maintaining office equipment; keeping Board office and conference rooms in pristine condition; organizing physical and electronic files; monitor and route incoming calls, general office email, and physical mail; and other day-to-day functions to ensure spaces are ready to serve trustees and senior leaders at short notice.

In addition to the minimum requirements, the following skills and experience are preferred:

• Bachelor’s Degree
• Understanding of Stanford structure, environment, and governance
• Experience working with C-level executives
• Demonstrated facility with Stanford finance systems

Perform a variety of administrative duties which may include reception duties, creating and editing communications, documents, reports and spreadsheets, scheduling and/or coordinating meetings, making travel arrangements, managing or maintaining office operations, performing employment and financial transactions.

Core Duties

• Act on behalf of the supervisor, department manager, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing event within budget.
• Compose and draft documents and correspondence for presentations, course handouts, grants, conferences, seminars, and reports. Perform substantial editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites.
• Plan and schedule calendar(s) with limited consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
• Create complex reports and spreadsheets which may utilize specialized software and systems.
• Oversee and/or process a variety of complex financial transactions; produce, monitor, and reconcile budget statements; research, identify, and resolve discrepancies. May assist with capital or special equipment requests and/or vendor selection.
• Coordinate and monitor routine maintenance services completion. Plan and coordinate office moves and/or minor renovation projects.
• May lead staff or supervise day-to-day work of student and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.

Minimum Education and Experience

High school diploma and four years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Advanced computer skills and demonstrated experience with office software and email applications.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Excellent Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize, multi-task, and assign work to others.
• Ability to take initiative and ownership of projects.
• Ability to routinely and independently exercise sound judgment in making decisions.