Job Information
Stanford University Executive Assistant, Investment Team in Stanford, California
Executive Assistant, Investment Team
Stanford Management Company, Stanford, California, United States
New
Administration
Post Date 6 hours ago
Requisition # 105496
Executive Assistant, Investment Team
Stanford Management Company (SMC) is seeking a dynamic, polished, and experienced Executive Assistant to provide professional support to Managing Directors and multiple members of the Investment Team. SMC, the University’s investment office, is located on campus. SMC invests Stanford University’s endowment funds, which provide critical financial support to current and future generations of students and scholars. SMC offers a friendly small work environment, while being an integral part of one of the world’s most respected universities.
The Executive Assistant will provide complex, high-quality and diversified administrative support while exercising excellent judgment. They will maintain incredible accuracy and agility with a responsive customer-centric approach. They will anticipate the needs of the team members and proactively solve problems and/or independently handle issues. Exceptional communication is a cornerstone of this position.
CORE DUTIES:
Plan and schedule complex calendars with limited or no consultation, using judgment and an in-depth understanding of team members’ priorities to resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with team members, independently committing their time.
Act on behalf of team members in regards to establishing priorities and anticipating, identifying, and resolving problems that are administrative in nature. Use independent judgment to keep team members informed of all matters that require their attention.
Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep team members informed of all matters requiring their attention.
Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including investment team members and senior level staff, Board members, and investment managers.
Compile materials needed for presentation and/or decision-making purposes, including the quarterly Board book.
Manage complex domestic and international business travel and expense reports in compliance with SMC and university policies.
Manage multiple projects simultaneously. Anticipate and track initial dates, events, and associated action items; follow up with appropriate parties on behalf of the team members to ensure deadlines are met.
Provide support for other staff, including the administrative team and the front desk by providing coverage. Contribute as needed to the overall smooth functioning of the SMC office.
MINIMUM REQUIREMENTS:
Education & Experience: High school diploma and five years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
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
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 accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
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.
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!
Schedule: Full-time
Job Code: 4148
Employee Status: Regular
Grade: G
Requisition ID: 105496
Work Arrangement : Hybrid Eligible
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