Job Title: Executive Assistant 2
Working Title: Executive Assistant
VPUE Unit: VPO
Job Code: 4161
Job Grade: I
Job Status: Exempt, 100% FTE, Continuing
Heralded as a hub of undergraduate innovation, the Office of the Vice Provost for Undergraduate Education (VPUE) creates and sustains meaningful interactions between students and faculty both within and outside the classroom. As a collaborative team member of VPUE, you have a unique opportunity to advance and support programs that touch and enhance the lives of every undergraduate student at Stanford.
The Executive Assistant (EA) provides advanced, diversified administrative support of a substantial and confidential nature to the Vice Provost for Undergraduate Education (VP) and the Senior Associate Vice Provost for Undergraduate Education (SAVP). Anticipates executives' needs and proactively solves problems and/or independently handles 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 executives. The Executive Assistant works on-site daily and works in close collaboration with the other Executive Assistant who supports other members of the Senior Management Team.
In this role, you will:
Coordinate the VP's and SAVP's activities, including management of complex calendars, travel arrangements and associated logistics. Independently commit the VP's and SAVP's time to those requesting access to them based on an in-depth understanding of their priorities and needs and their roles 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, alumni, families, and officials in higher education, business, and government.
Manage and execute all logistics for VPUE all-staff meetings, including meeting invitations, coordination with speakers, catering and room reservations (if relevant), and ensuring that remote employees are able to join.
Coordinate with donors, Undergraduate Cabinet members (volunteer leadership group), diplomats, and foreign dignitaries and their staff to arrange meetings for both VP and SAVP.
Work with the University Office of Development to coordinate meetings and to plan and execute donor trips including flight and hotel arrangements, car service, donor briefing documents, meeting prep, etc.
Schedule and reschedule meetings based upon frequently shifting priorities, including taking point in rescheduling all VP meetings, scheduling new meetings with affected parties, and coordinating between University offices.
Serve as the executives' liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executive informed of all matters requiring his/her attention.
Serve as first point of contact for the Vice Provost, including gathering all the necessary information from all the constituent parties, presenting it to the Vice Provost for final decision, then relaying that decision to the initial inquirer.
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.
Prepare letters of recommendation, review and copy edit scholarly articles, develop PowerPoint decks for use with various audiences including the Board of Trustees, tenure Review Committees, and department and curricular Review Committees.
Oversee and/or manage multiple projects simultaneously; anticipate and track critical dates, events and organizational issues for the executives; follow up with appropriate parties to ensure deadlines are met.
Organize and maintain the workings of the executives' offices. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained. Direct staff to perform various tasks and assignments.
May also supervise student or temporary staff.
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.
To be successful in this role, you will bring:
Bachelor's degree and seven years of relevant experience or combination of education and relevant experience.
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.
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 his or her job.
About the Office of the Vice Provost for Undergraduate Education (VPUE)
For undergraduates, VPUE is the nexus for programs and initiatives that help students define and achieve their intellectual ambitions at Stanford. These include investigative introductory courses taught by esteemed faculty, targeted classes in writing and rhetoric, undergraduate research support, academic advising and mentoring, overseas and off-campus study programs, and undergraduate scholarships and fellowships. For faculty, VPUE serves as a principal conduit for furthering interaction with undergraduates and discovering ways in which working with students can enrich one's research agenda. VPUE advocates for undergraduate education in collaboration with faculty, departments and schools across Stanford. All VPUE resources are dedicated to involving faculty with the undergraduate experience, connecting students with phenomenal opportunities and fully realizing a liberal education at Stanford.
Why Stanford is for You
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven individuals 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 course auditing opportunities. Join a TedTalk, 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!
-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.
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Job Code: 4161
Employee Status: Regular
Requisition ID: 89546