Executive Assistant, Investment Operations, Operations, and Legal

Executive Assistant

Stanford Management Company (SMC) is seeking a dynamic, polished, and experienced Executive Assistant to provide professional support to the Investment Operations, Operations, and Legal 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 a high level of accuracy and agility with a responsive customer-centric approach, while proactively anticipating the needs of team members, and working independently to handle and solve issues. The Executive Assistant will be part of SMC’s administrative team and will report to the Human Resources Director.

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.
• Manage complex domestic and international business travel and expense reports in compliance with SMC and university policies.
• Responsible for processing legal forms or documents for signature by respective manager, as well as prepare minutes for Board meetings.
• 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.
• Manage SMC office maintenance requests and projects, including but not limited to communicating with external vendors and project management of office improvements.
• Provide assistance to support Emergency Response Team needs including logistical items and maintaining supplies.
• Contribute to overall administrative support for SMC, including but not limited to:
• Help ensure seamless reception/front desk coverage by providing relief coverage of the front desk on a regular and ad-hoc basis.
• Help compile materials needed for presentations and/or decision-making purposes, and help assemble quarterly Board books.
• Lead and support event planning and execution, including quarterly Board dinners.
• Provide support for other administrative team members as well as back up coverage on an as-needed basis.
• Maintain office and kitchen supplies, equipment; and obtain vendor quotes.
• Coordinate and assist with office moves/ desk relocations.
• Provide support by equipping and preparing new employee’s workspace.

• Provide assistance and support to SMC’s Finance group including but not limited to:

  • Compiling financial information from multiple sources and University system to aid in expense management and planning and compliance with internal policies.
  • Submitting vendor contracts, purchase orders, invoices, and supplier information into the University financial system to facilitate the procurement process.

Work schedule: Monday to Friday 8:00am to 5:00pm, may work extended hours.

This position is eligible for a hybrid work arrangement, with onsite required Mondays, Tuesdays, and Thursdays; additional onsite days subject to operational needs.

The expected pay range for this position is $36.64 - $52.88 per hour.

Core Duties:

• 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.
• 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.
• 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.
• 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.
• 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.
• Manage complex business travel in compliance with unit, university, and sponsor policies.
• Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
• 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.
• May also supervise staff.

Minimum Education and Experience

High school diploma and five years of relevant 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.