ABOUT STANFORD UNIVERSITY, RESIDENTIAL & DINING ENTERPRISES, AND THE SAVP OFFICE:
Stanford University, located between San Francisco and San Jose in the heart of California's Silicon Valley, is one of the world's leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to significant challenges and preparing students for leadership in a complex world.
Residential & Dining Enterprises (R&DE), the largest auxiliary organization at Stanford University, supports the academic mission of the University by providing the highest quality services to students and other members of the university community in a sustainable and fiscally responsible manner. The Department is the steward for one-third of Stanford’s physical plant and has a nearly $400 million annual operating budget. R&DE comprises 1400 staff in the following divisions: the Office of the Senior Associate Vice Provost (SAVP); Student Housing Operations and Stanford Conferences; Stanford Dining, Stanford Hospitality & Auxiliaries; Maintenance Operations & Capital Projects; and a team of four R&DE strategic business partners: Finance & Administration and Vendor Management and Contracts; Human Resources; Information Technology; and Strategic Communications and Marketing. R&DE houses 15,000+ students and their dependents while serving over 8 million meals annually to students, conference, catering, retail, and concession guests.
The SAVP provides strategic and tactical leadership to the eight divisions across R&DE and ensures that consistent practices and policies are deployed across the business units and are in alignment with R&DE’s mission and vision. The SAVP is responsible for the overall direction and performance of financial administration, capital and strategic planning, facilities design and concept development, asset renewal, human resources and organizational development, information systems, compliance, innovation and sustainable practices, and public relations. The SAVP Office collaborates across campus with departments such as Student Affairs, Undergraduate and Graduate Education, Athletics, and other campus partners to complement Stanford’s premier academic program with a robust living and learning environment and an award-winning dining program for the undergraduate and graduate communities.
JOB PURPOSE:
The Executive Assistant (EA) will provide advanced and diversified administrative support of a substantial and confidential nature to the SAVP for R&DE, a member of the University Cabinet. The EA will anticipate the SAVP’s needs and proactively address problems. This role requires close collaboration with the SAVP Office team and involves following specific instructions or prescribed procedures, while exercising discretion and judgment on significant matters on behalf of the SAVP. The EA will report directly to the Assistant Director of Administrative Programs and, in the course of business, will receive direction and guidance on projects and assignments from the SAVP.
The EA will be responsible for upholding customer service standards across R&DE as an ambassador of the office of the SAVP. This position requires an individual who has exemplary organizational skills; self-motivation; excellent writing and communication skills; resourcefulness; flexibility; resilience; excellent interpersonal and customer relations skills, and the ability to work successfully across a broad spectrum of stakeholders including students, faculty, and staff.
CORE DUTIES*:
- Coordinate the SAVP’s activities, including management of a complex calendar, travel arrangements and associated logistics.
- Collaborate with the SAVP Office team to 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, and government officials.
- Serve as the SAVP’s liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the SAVP informed of all matters requiring attention.
- Compose correspondence; develop, review and edit presentations and documentation; research and analyze associated issues and/or compile materials needed for presentation and/or decision-making purposes.
- Oversee and/or manage multiple projects; anticipate and track critical dates, events, and organizational issues for the SAVP; follow up with appropriate parties to ensure deadlines are met.
- Organize and maintain the workings of the SAVP’s office. Take responsibility for filing systems, ensuring all pertinent information, and supporting materials are retained.
- Other duties as assigned.
MINIMUM EDUCATION & EXPERIENCE:
Bachelor’s degree and seven years of relevant experience or combination of education and relevant experience.
MINIMUM KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
- 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 manage 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 the SAVP’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.
BACKGROUND CHECK:
Finalist must successfully pass a pre-employment background check.
CERTIFICATIONS AND LICENSES REQUIRED:
Valid non-commercial California driver’s license for necessary travel on campus to departments/schools/units using R&DE electric vehicles.
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.
WORKING CONDITIONS:
This is an on-campus role and will require an onsite presence of 5 days per week (SAVP Office Suite).
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.
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 enriches the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent 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 course auditing.
- 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.
- Discovery and fun. Stroll through historic sculptures, trails, and museums.
- Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.
