Job Purpose
The Executive Assistant (EA) is a member of the Office of the CIO in the University IT organization at Stanford University. The successful candidate is responsible for independently applying department and university policies and procedures in performing a wide range of procurement, accounting/finance, budget support, and other support activities to the Executive Director (ED), the Directors, Managers and staff of the University IT – IT Infrastructure organization.
The EA provides direct administrative support to the Executive Director of IT Infrastructure through efficiently managing his/her time, providing necessary information for decision making, and proactively monitoring and resolving issues. The EA has a clear understanding of the University IT organization and objectives, the ED current activities and priorities, and the organizational and governance structures of the university. The EA must, at all times, exercise a high level of discretion, judgment and tact. He/she must demonstrate ownership of responsibilities and manage projects with positive and effective results. In addition, the position requires a keen awareness of organizational realities and the interpersonal skills to relate and communicate with all levels with the university. The EA must be able to interface with executive level university officers and senior level staff internal and external to the University IT. In addition, the EA represents and coordinates Stanford interactions with the senior staff of strategic vendors, partners, professional organizations for research universities (IVY + CIOs, and other higher educational institutes), as well as colleagues at peer institutions across the United States.
Core Duties
Heavy calendar management for the ED; planning and scheduling, resolving calendar conflicts based on consultation, and occasional calendar support for Senior Directors in IT Infrastructure organization.
Respond to client inquiries by utilizing ServiceNow, Slack, email, and any other channel of communication to correspond with client requests. Serve as a resource regarding a defined set of policies and procedures.
Assist in coordinating logistics for workshops, lunch meetings, team retreats and large events, catering orders, conference room reservations.
Cross cover admins within the team when needed to ensure that over 600 staff members in UIT, receive the administrative support services needed to fully support the University’s mission of teaching, learning, research, and healthcare and arrange travel in compliance with unit, university, and sponsor policies.
Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Creates purchase orders, procures capital and non-capital equipment; assigns purchases to appropriate operating or project accounts. Sets up consulting contracts, monitors and tracks the status of contract requests; processes invoices for payment.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Work closely with the Department’s financial analysts; reconcile monthly office operating and expenditure statements; manage transfer of expense when necessary; verify unit’s use of Purchasing Cards and Travel Cards; collaborate with Finance to ensure budget issues are addressed in a timely manner; work with vendors to ensure invoices are paid.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, complex reports, brochures, and displays.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
May serve as the point of contact for general maintenance, health and safety, and other facility concerns within Pine Hall; report any incidents or potential safety problems to appropriate representatives. Track completion of required training.
Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the ED 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 recommendation
Perform human resources transactional support, e.g. time card approvals, on-boarding and off-boarding of staff, etc.
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of the ED to ensure deadlines are met.
Other duties may also be assigned
Minimum Requirements
Education & Experience:
High school diploma and four years of administrative experience, or combination of education and relevant experience.
Bachelor’s degree is strongly preferred.
Knowledge, Skills and Abilities:
Proficiency in computer applications, such as Microsoft Office Suite, Slack, Oracle, Office 365, and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize, multi-task, and manage a large volume of complex demands.
Proactive work style and history of collaborative teamwork.
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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
Work Standards
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and 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 opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Why is Stanford for You?
Consider lives saved through first-ever organ transplants and research to cure illnesses. Ponder what the world would be like without the “World Wide Web”. Stanford University has revolutionized the way we live and enriches the world. University IT is part of Stanford’s diverse and dedicated 17,000 staff that support this mission. We seek talented people who are driven to impact the future of our legacy. Our culture and unique perks empower you with:
Freedom to grow: We offer career development programs, tuition reimbursement, or audit courses. Join a TED Talk, a film screening, or listen to a renowned author or global leader speak.
A caring culture: We provide superb retirement plans, generous time-off, and family care resources.
A healthier you: Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun: Stroll through historic sculptures, trails, and museums.
Enviable resources: Enjoy free commuter programs, ridesharing incentives, discounts and more!
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.
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.
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.
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