"Executive Assistant"

The Stanford Center on Early Childhood (SCEC), an initiative of the Stanford Accelerator for Learning, seeks a full-time Executive Assistant to join our team. The Executive Assistant will provide high-level administrative support to the SCEC Director. This position is primarily focused on complex calendar management, which comprises approximately 75% of the role. Note: This position is a 1-year fixed-term appointment that may be renewed based on performance and funding.

Interested applicants should submit a resume and a cover letter describing why they are interested in this position at this stage of their career. Candidates must be eligible to work in the US. Visa sponsorship is not available for this position.

ABOUT US
Housed at 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.

The Stanford Center on Early Childhood (SCEC) is an initiative of the Stanford Accelerator for Learning. The SCEC leverages the current moment of revolutionary science and fosters deep omnidirectional collaboration across sectors, seeking to change the way that research in early childhood is conducted, communicated, and utilized, with the overarching goal that each and every child thrives from the start.

POSITION SUMMARY
With minimal supervision and a strong attention to detail, the Executive Assistant will provide confidential support to the SCEC Director. The EA will proactively manage the SCEC Director’s calendar, managing a high volume of internal and external meetings with multiple stakeholders, often across institutions and time zones. The Executive Assistant will exercise independent judgment and flexibility to triage scheduling conflicts, anticipate needs, and respond to shifting priorities with minimal oversight. They will coordinate meeting logistics, including securing space, preparing materials or briefs, note taking, compiling slide decks, managing invites, and greeting guests upon arrival. The Executive Assistant will assist the SCEC Director with travel arrangements and expense reports.

This position will call upon comprehensive knowledge of SCEC programs, partnerships, and priorities to organize and orchestrate the flow of activities, calendar of events, correspondence, internal and external relations, and event logistics. The person in this role will work closely with the SCEC Leadership and Management teams to stay informed about SCEC priorities.

The Executive Assistant will also be responsible for tracking and updating executive documents including CVs, biosketches, letters, research support documents and more. The person in this role may also attend and take minutes for confidential, high-priority meetings. The Executive Assistant will report to the SCEC Operations Manager. In addition, this role will collaborate with the SCEC administrative team on event planning and execution, and other administrative tasks as needed to support the broader operations of the Center.

This is a hybrid position and will be required to be on campus 4 days/week (Monday-Thursday), and there may be some weeks (i.e. when special visitors are on campus or during event weeks) in which 5 days on campus are required. The role is highly collaborative and essential to the successful daily operations of the Director’s office and the Center.

Your primary responsibilities will include:

• 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 Director, independently committing his time. May occasionally represent the Director by attending meetings in his absence; speaking for the Director.
• Act on behalf of the Director in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep the Director informed of all matters that require his attention.
• Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Director informed of all matters requiring his 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 the Director to ensure deadlines are met.
• As a member of the SCEC Administrative team, provide support for event planning and execution as needed.

To be successful in this position, you will bring:

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

Preferred Education & Experience:

• Bachelor’s degree
• At least five years of high-level executive support
• Proficiency with MacOS, Zoom, Slack, Google Drive, Adobe Acrobat, Microsoft Office Suite (advanced Outlook and Word, intermediate Excel and PowerPoint)
• Experience developing CVs and managing academic publications.
• Demonstrated experience managing complex calendars and booking travel for senior leaders, preferably in an academic or research setting.
• Strong interpersonal skills and the demonstrated ability to work in a team-based environment.
• Demonstrated ability to work independently, manage multiple priorities, and maintain composure under pressure.

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.

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.

The expected pay range for this position is $43.19-$45.67 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position.