Executive Assistant 1

2 weeks ago

Palo Alto, United States ASK Staffing Full time
Job Title: Executive Assistant 1

Duration: 03-Oct-2023 - 19-Jan-2024 (03 Months)

Minimum Education Level: High School Graduate/GED

Location: Palo Alto, CA

Hours Per Day: 8.00

Start Time: 08:00 AM

End Time: 04:30 PM

PR Range: $55/hr - $62/hr

  • Job Description:
    We are seeking an excellent experienced administrator to fulfill the role of Executive Assistant (EA) to our Department Chair. The EA needs to be independent, strong, detail-oriented, personable, and able to cope with the demands of a very challenging and rewarding position. In addition, the EA needs to be a strong partner to department leadership and a role model of administrative professionalism.
    % of Time Recommended Duties (DO NOT EDIT OR CHANGE) Examples Recommended 25% 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.
    • The Chair of BDS has a very dynamic calendar with a great number of meeting requests, so her EA must anticipate her needs and act independently to triage meeting requests, schedule and reschedule
    • Will need to develop calendaring system with the Chair to manage the constant meeting requests
    5% 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.
    • The EA will understand the needs and priorities of the Department, Chair and leadership team, and act in support of those by identifying and resolving problems. She is expected to routinely work independently in this area, seeking guidance from the Chair and DFA as needed. She will inform leadership as needed
    25% 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.
    • The EA will be the first point of contact for internal and external colleagues. She must be able to understand and evaluate requests and prioritize them for the Chair.
    10% 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.
    • Responsible for leading conference and other event planning for the department; may recruit and lead other administrative staff as needed
    5% 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.
    • Draft letters of recommendation, emails, department communications, and other correspondence for the department chair based upon meetings the EA attends on behalf of the chair, internal/external rules and regulations, etc.
    10% Manage complex business travel in compliance with unit, university, and sponsor policies.
    • Must be able to successfully (without frequent errors) manage complex travel arrangements for the chair and other visiting VIPs
    • Will serve as subject matter expert to other administrative team members and will be expected to provide mentorship
    5% Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
    • Responsible for distilling information and preparing reports to disseminate information to the chair and department; must independently offer recommendations and conclusions
    10% 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.
    • Constantly manage multiple complex projects associated with chair; must expertly manage all details to ensure the chair understands what is expected of her for all requests, meetings, etc.
    5% May also supervise staff.
    • Can recruit staff to serve participate in projects and events
  • Requirements:
    DESIRED QUALIFICATIONS:
    • Extensive Stanford or academic administrative experience
    • Extensive experience working with University faculty; proved ability to coordinate complex schedules, events, meetings, etc.

    EDUCATION & EXPERIENCE (REQUIRED):

    High school diploma and five years of relevant experience or combination of education and relevant experience.

    KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
    • 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.

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