Executive Assistant

Inside Higher Ed

Stanford (CA)

On-site

USD 112,312 - 131,244

Full time

14 days+

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Job summary

A prestigious educational institution in Stanford seeks an Executive Assistant to provide comprehensive administrative support to the Director. Responsibilities include managing a complex calendar, organizing meetings, and handling confidential matters. Ideal candidates should have a Bachelor's degree and extensive experience supporting executives. This is a full-time on-site position with an expected pay range of $112,312 to $131,244 annually.

Qualifications

7 years of relevant experience or combination of education and relevant experience.

Responsibilities

Provide administrative support to Dr. Condoleezza Rice.
Manage complex calendar and travel arrangements.
Coordinate meetings and conferences.
Serve as liaison for internal and external constituents.
Compose correspondence and develop presentations.
Oversee multiple projects and track critical dates.

Skills

High-level administrative experience

Excellent verbal communication

Excellent written communication

Planning and organizational skills

Ability to maintain confidentiality

Ability to cultivate relationships

Flexibility and discretion

Ability to multi-task

Advanced computer skills

Education

Bachelor’s degree

Job description

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About

Executive Assistant🔍Hoover Institution, Stanford, California, United States📁Administration📅Oct 16, 2025 Post Date📅107375 Requisition #About Stanford University’s Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs. Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth‑century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges. With its eminent scholars and world‑renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity. A cover letter and resume are required for full consideration.

Job Purpose

Provide advanced, diversified administrative support of a substantial and confidential nature to Dr. Condoleezza Rice, Director of the Hoover Institution. Anticipate Dr. Rice’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 judgment regarding matters of significance on behalf of the executive and senior staff.

Core Duties

Coordinate the Director’s activities, including management of a complex calendar, travel arrangements and associated logistics. Independently commit the Director’s time to those requesting access to him/her based on an in‑depth understanding of the Director’s priorities and needs and his/her role within the university framework.
Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials.
Serve as the Director’s liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Director informed of all matters requiring his/her attention.
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.
Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the Director; follow up with appropriate parties to ensure deadlines are met.
Organize and maintain the workings of the Director office. Take responsibility for calendar and filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
May also supervise staff.

Additional Core Duties

Daily staffing for the Director, including but not limited to compiling briefing materials, daily schedules, ensuring smooth execution of meetings and calls in accordance with the schedule.
Maintain the Director’s calendar as the primary scheduler and coordinate with other members of the Director’s team on a variety of internal and external priorities.
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.

Education & Experience

Bachelor’s degree and seven years of relevant experience or combination of education and relevant experience.

Knowledge, Skills, and Abilities

Demonstrated extensive high‑level administrative experience supporting executive level individuals.
Excellent verbal and written communication skills, including editing and proofreading.
Excellent planning and organizational skills.
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.
Contextual understanding of executive’s role within the university framework.
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.
Advanced computer skills and demonstrated experience with office software and email applications.

Certifications And Licenses

None

Physical Requirements

Constantly perform desk‑based computer tasks.
Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.
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.

Working Conditions

May work flexible work schedule including weekends.

Pay Range

The expected pay range for this position is $112,312 to $131,244 per annum. 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 factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs. 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 on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

Work Standards

Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
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.

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