Executive Assistant

Stanford University; Palo Alto (CA); Hybrid; USD 88,000 - 107,000; Full time

Job summary

Stanford University Libraries is seeking a full-time Executive Assistant to support the Library Executive Group and the local Human Resources department. The role covers calendar management, expense processing, and budget reporting, with a hybrid work arrangement including one day from home.

The ideal candidate will have strong communication, organizational, and policy navigation skills, and be able to handle confidential information with discretion. Salary is approved up to $97,468.80 per year.

Qualifications

• Advanced computer skills with office software and email applications.
• Excellent verbal and written communication, including editing.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Professionalism, discretion, diplomacy and tact.
• Ability to multi-task and meet deadlines.

Responsibilities

• Plan and manage complex calendars with limited or no consultation, resolve calendaring conflicts.
• Prioritize and coordinate duties; represent supervisor at meetings when needed.
• Serve as liaison with internal and external stakeholders.
• Coordinate logistics and conferences with university groups and donors.
• Prepare presentations and documentation; research and analyze issues.
• Manage business travel in accordance with policies.
• Prepare reports, identify trends and make recommendations.
• Manage multiple projects and track deadlines; follow up on action items.
• May supervise staff.

Skills

Administrative experience

Advanced computer skills

Verbal and written communication

Planning and organizational skills

Initiative and ownership

Confidentiality

Multitasking

Education

High school diploma

Job description

About Stanford University Libraries:

Stanford University Libraries are a dynamic network of resources, spaces and subject experts assembled with the mission to stimulate intellectual curiosity, sustain academic research and support teaching and learning. With over 12 million items, 50 subject specialists and 20 campus libraries, the opportunities for contributing to and transforming scholarship are infinite. By joining Stanford University Libraries, you will become a part of a vibrant, learning community of dedicated professionals who are committed to the important work of advancing scholarship.

About the Position:

Stanford University Libraries is seeking a full-time Executive Assistant to join our Administrative Team. The Administrative Team works together to provide support to the Library Executive Group, as a whole, and their respective departments. This position supports the local Human Resources department, which provides centralized support in all areas of human resources, and Digital Library Systems and Services (DLSS), which focuses on the development and delivery of Stanford’s digital library services that support teaching, learning and research.

The executive assistant will anticipate the needs of the executives, manage calendars, process financial transactions such as expense reimbursements and purchase orders, track and report on expenses relative to budget, coordinate events, order supplies and provide other administrative support, all while maintaining the confidentiality of information coming through the office. The ideal candidate will be a self-starter, possess excellent interpersonal, writing, organizational and customer service skills with attention to detail, be able to understand and navigate Stanford and Libraries policies, establish and innovate processes, and must be able to work with people across all levels internal and external to the organization. Preference will be given to college graduates and to those with extensive budget tracking, event planning, and presentation creation skills.

Work arrangement is hybrid, with one day per week working from home. Typical hours are 8:00 AM to 4:30 or 5:00 PM.

Approved budgeted annual salary not to exceed: $97,468.80

Responsibilities

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.