Executive Assistant

Stanford Reglab; California; Hybrid; USD 97,000 - 112,000; Full time

Job summary

Stanford University’s Graduate School of Business seeks an Executive Assistant to support the Dean’s Office. The role focuses on coordinating calendars, travel, and communications, welcoming visitors, and managing routine financial tasks in a fast-paced environment.

The ideal candidate has five years of relevant experience and a high school diploma, with strong communication and organizational skills and a proactive, confidential approach.

Qualifications

• Demonstrated high-level administrative experience with office software and email apps.
• Excellent verbal and written communication, including editing and proofreading.
• Strong planning and organizational capabilities.
• Shows initiative, ownership and discretion in handling tasks.
• Maintains confidentiality and professional demeanor under pressure.
• Capable of multitasking and meeting tight deadlines.

Responsibilities

• Plan and schedule complex calendars with minimal guidance and resolve conflicts.
• Prioritize and manage tasks for the supervisor; represent them in meetings when needed.
• Serve as liaison with internal and external stakeholders; screen inquiries.
• Coordinate logistics for conferences, travel, and events with stakeholders.
• Prepare correspondence, presentations, and materials; support decision making.
• Manage complex business travel in line with policies; assist with reports.

Skills

Advanced computer skills

Excellent verbal and written comms

Planning & organizational skills

Initiative & ownership

Confidentiality

Multitasking & deadline focus

Education

High school diploma

Job description

Stanford's Graduate School of Business (GSB) has built a global reputation based on its immersive and innovative management programs. We provide students a transformative leadership experience, pushing the boundaries of knowledge with faculty research, and offering a portfolio of entrepreneurial and non-degree programs that deliver global impact. We invite you to be part of our mission of developing innovative, principled, and insightful leaders who change lives, change organizations, and change the world.

Success at the GSB is defined by The GSB Way - a commitment to shared purpose, community, and excellence in all that we do. We seek individuals who elevate themselves and those around them through the practice of academic candor, generous collaboration, and bringing curiosity and rigor to solving meaningful problems. At the GSB, impact means taking ownership, and contributing to a purpose-driven, collaborative, and high-performing community in service to the institution’s mission.

The Office of the Dean at the Graduate School of Business is looking for a forward-thinking, versatile Executive Assistant who enjoys wearing many hats and thrives in a fast-paced, energetic environment. The ideal candidate brings c-suite experience where initiative, curiosity, strong organizational skills, and a collaborative approach to solving problems while keeping daily operations running smoothly.

This role will provide daily on-site administrative and office support in the Dean's Office. Responsibilities include welcoming visitors, responding to inquiries, coordinating events and vendors, preparing communications and materials, managing complex calendars and travel arrangements, processing routine financial transactions, and maintaining office supplies and equipment.

Additional Details:

• Budgeted Salary: The expected pay range for this position is $96,790 to $111,563.
• Work Schedule: Hybrid workweek typically 4 days onsite (initially 5 days onsite).
• To be considered, applicants must submit both a resume and a cover letter.

At Stanford, every employee plays a part in our mission for a better tomorrow—from researchers to operations and from food services to educators. Join our team to work towards a future you believe in.

The job duties listed are typical examples of work performed by positions in this job classifications 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 help ticket.

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. See Admin Guide 1.7.4: Equal Employment Opportunity, Non-Discrimination, and Aff …

Provide complex and diversified administrative support with minimal supervision. Anticipate the needs and proactively solve problems and/or independently handle issues. May be responsible for leading other administrative staff or subordinates.

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 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 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.
  

Minimum Education and 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.