Executive Assistant

netPolarity; Palo Alto (CA); Hybrid; USD 100,000 - 125,000; Full time

Job summary

A leading educational institution is seeking a full-time Executive Assistant to support the Associate Dean for External Relations. This role involves providing advanced administrative support, managing complex schedules, and ensuring effective communication with various stakeholders. The ideal candidate will possess strong organizational skills and a commitment to confidentiality.

Qualifications

• Five years of relevant experience or combination of education and relevant experience.
• Advanced computer skills and experience with office software.
• Excellent verbal and written communication skills.

Responsibilities

• Manage complex calendars and schedule meetings.
• Liaise with internal and external stakeholders.
• Prepare reports and manage travel arrangements.

Skills

Administrative processes

Task management

Interpersonal skills

Communication

Organizational skills

Confidentiality

Education

High school diploma

Tools

Office software

Job description

Job TitleExecutive Assistant Job Code67604 Post Date04 / 01 / 2024 CityPalo Alto StateCA Zip Code94301 Pay Range27.32 Duration6 months Position TypeContract Primary SkillsHigh school diploma and five years of relevant experience or combination of education and relevant experience. Description

The Graduate School of Education is seeking a full-time Executive Assistant to support the Associate Dean for External Relations. This position is eligible for a hybrid work schedule (partially onsite and offsite work) in which the employee may be expected to work 2-3 days onsite per week, subject to operational need.

Interested applicants should include a resume and cover letter describing why they are interested in this position at this stage in their career.

Who We Are

The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 200 staff, 14,000 alumni and countless people from the local and global communities we work with and impact.

What You’ll Do :

As Executive Assistant, you will provide advanced, diversified administrative support of a substantial and confidential nature to the Associate Dean for External Relations. In this role you will anticipate the Associate Dean’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 judgement regarding matters of significance on behalf of the executive. As a member of the External Relations Team, the EA will play an important role in providing the university’s donors with the service and attention that ensures an exceptionally positive and fulfilling philanthropic experience.

Your primary responsibilities will include :

• 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 Associate Dean, independently committing his / her time. May occasionally represent the supervisor by attending meetings in his / her absence; speaking for the Associate Dean.
• Act on behalf of the Associate Dean in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgement to keep supervisor informed of all matters that require his / her attention.
• Serve as liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Associate Dean informed of all matters require his / her attention.
• Independently prioritize, plan, coordinate and / or oversee logistics for meetings, conferences, and special events 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.
• Oversee and process a variety of routine financial transactions (reimbursement, purchasing, and invoicing), which may include researching and resolving discrepancies.
• Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties to ensure deadlines are met.
• Requirements :

What You’ll Bring :

We are looking for someone who possesses comprehensive skills in administrative processes and task management, as well as a general willingness to approach opportunities with enthusiasm, energy, and creativity. This ideal candidate has excellent interpersonal skills including tact, diplomacy and good judgement in interactions with university administrators, faculty, staff, and the community. This job requires working with all levels of our constituents, so it is important that you can demonstrate professional decorum, emotional maturity, and discretion as well as an ability to communicate and build relationships across broad audiences. A good sense of humor is appreciated (where appropriate) and a strong, dedicated work ethic is a must. Ongoing success in the role will require a collaborative spirit and flexible attitude, a commitment to your own professional growth and career development, and pride in your work and understanding of how it supports the overall mission of the school.

Additional requirements include :

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 cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
• 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.