Executive Assistant and Project Manager at Stanford University in STANFORD, California

Job Description:

Executive Assistant and Project Manager🔍Graduate School of Education, Stanford, California, United States📁Administration📅Oct 08, 2024 Post Date📅104874 Requisition #

The Stanford Accelerator for Learning is seeking a full time Executive Assistant and Project Manager to join our team. This role offers a unique opportunity to be at the forefront of an ambitious University initiative dedicated to transforming the future of learning. If you are passionate about driving impactful projects, enjoy being a creative problem solver in a fast-paced academic environment, and are eager to contribute to innovative solutions in learning, we encourage you to apply and be part of this exciting journey!

This role will be eligible for a hybrid work arrangement in which the employee will be expected to work a minimum of 2-3 days onsite per week. The need for an onsite presence may increase briefly and intermittently for events. Interested candidates should include a resume and cover letter describing why they are interested in this position at this stage in their career.



NOTE: This position is a fixed-term appointment for one year. The position may be extended subject to demonstrated competencies and operational needs.



ABOUT US

Housed at the Stanford Graduate School of Education, the Stanford Accelerator for Learning is the first university-wide initiative connecting scholars across disciplines and with external partners to bridge research, innovation, practice, and policy, and bring quality, scalable and equitable learning experiences to all learners, throughout the lifespan. The Stanford Accelerator for Learning focuses on learning challenges most in need of new discoveries, evidence, and solutions and where we believe Stanford can make the most difference. Those include: adult & workforce learning, digital learning, early childhood education and development, equity in learning, learning differences, and policy & systems change.




POSITION SUMMARY

The Stanford Accelerator for Learning is seeking a highly experienced and proactive Executive Assistant and Project Manager to provide complex and diversified administrative support to the Executive Director and leadership team. This role requires a high degree of professionalism, independent judgment, and the ability to anticipate needs, prioritize, and manage both administrative and project responsibilities with minimal supervision. The ideal candidate will manage multiple priorities and handle high-level, confidential matters with discretion, while also driving key projects that advance the Accelerator's goals.

Key Responsibilities:

Executive Support:

Provide comprehensive administrative support to the Executive Director and senior leadership, including complex calendar management, scheduling, and resolution of scheduling conflicts with limited or no consultation.

Anticipate the needs of the Executive Director, independently handling administrative tasks and solving problems.

Act on behalf of the Executive Director in establishing priorities and resolving administrative issues.

Serve as a liaison to internal and external stakeholders, screening calls, emails, and correspondence, and ensuring the Executive Director is informed of matters requiring attention.

Manage complex travel arrangements in compliance with university policies, including preparing detailed itineraries for meetings, conferences, and events.

Project Management:

Manage multiple, concurrent projects, ensuring timelines, deliverables, and milestones are met.

Lead cross-functional collaboration and communication to ensure project success.

Conduct research, develop reports, and provide data analysis to support decision-making and project outcomes.

Track and follow up on action items and deadlines on behalf of the Executive Director, ensuring that all priorities are addressed.

Assist in the preparation of presentations, correspondence, and meeting materials.

Event Planning and Coordination:

Independently plan and execute key events, workshops, and conferences, coordinating logistics, including venue booking, catering, and audio-visual needs.

Oversee high-level engagements with internal and external constituents, including senior staff, donors, and government officials.

Operations & Administrative Support:

Manage office operations, including purchasing, record-keeping, and supporting budget preparation.

Draft, edit, and review communications, reports, and documents with a high level of accuracy and attention to detail.

May supervise administrative staff, subordinates, and vendors, and provide leadership in ensuring operational efficiency.

To be successful in this role, you will bring:

Minimum Requirements:

Education & Experience:

High school diploma or equivalent required, with at least five years of relevant experience, or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

Demonstrated high-level administrative experience, including advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and email applications.

Excellent verbal and written communication skills, including editing, proofreading, and the ability to develop presentations and reports.

Strong organizational and planning skills, with the ability to prioritize multiple tasks and meet deadlines.

Demonstrated ability to handle sensitive issues and maintain strict confidentiality.

Proven ability to work independently, take initiative, and solve problems proactively.

Professionalism, discretion, and the ability to navigate complex and dynamic environments.

Strong project management skills, with a track record of leading successful initiatives.

Flexibility and adaptability to changing priorities in a fast-paced setting.

Preferred Qualifications:

A Bachelor's degree is preferred.

Experience in higher education, research institutions, or non-profit organizations.

Familiarity with Stanford University's systems and processes.

Experience with event planning and coordination.

Passion for education and commitment to the mission of the Stanford Accelerator for Learning.

Why Stanford Accelerator for Learning?
Join a passionate, innovative team at Stanford University, dedicated to transforming learning for learners worldwide. You'll be part of a collaborative, intellectually stimulating environment with access to world-class resources and professional development opportunities.

Successful candidates will be required to complete a background check prior to working at Stanford University.

Candidates must be eligible to work in the US. Visa sponsorship is not available for this position.

The expected pay range for this position is $44.84 - $50.43 per hour. 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.

Physical requirements:

Constantly perform desk-based computer tasks. Frequent 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.

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.

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.

WHY STANFORD IS FOR YOU

Stanford's dedicated 16,000+ staff, who come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global scale. We provide market competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our unique perks align with what matters to you:

Freedom to grow. As one of the greatest intellectual hubs in the world, take advantage of development programs, tuition reimbursement plus $800 you receive annually towards skill-building classes, or audit a Stanford course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.

A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.

A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.

Discovery and fun. Stroll through historic sculptures, trails, and museums. Create an avatar and participate in virtual reality adventures or join one with fellow staff on Stanford vacations!

Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computing, cell phones, outdoor recreation, travel, entertainment, and more.

We pride ourselves in being a
culture
that encourages and empowers you. 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.

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 at

stanfordelr@stanford.edu
. For all other inquiries, please submit a

contact form
.

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.

How to Apply:
Submit a resume, cover letter, and contact information for three professional references. Applications will be reviewed on a rolling basis until the position is filled.

Additional Information

• Schedule: Full-time


• Job Code: 4148


• Employee Status: Fixed-Term


• Grade: G


• Requisition ID: 104874


• Work Arrangement : Hybrid Eligible

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