"Executive Assistant to the Vice Provost for Student Affairs"

Executive Assistant to the Vice Provost for Student Affairs

Stanford University

Student Affairs is searching for an experienced Executive Assistant. The Executive Assistant serves as the primary administrative partner to the Vice Provost for Student Affairs, a member of the University Cabinet. The Executive Assistant also provides advanced, highly confidential support; anticipates needs; solves problems proactively; and operates with wide discretion and independent judgment on matters of significance. This role requires exceptional organization, communication, and the ability to keep a fast-moving executive running smoothly.

CORE DUTIES

Executive Support & Calendar Management

• Manage the Vice Provost's complex, dynamic calendar across internal and external stakeholders. Protect their time, track changes in real-time, and independently commit their availability based on deep understanding of priorities.
• Arrange travel for the Vice Provost, VPSA consultants, and select candidates; prepare detailed itineraries and meeting briefings.
• Evaluate and organize the Vice Provost's time around competing priorities.

Meetings, Events & Logistics

• Plan, prioritize, and oversee logistics for meetings and conferences involving senior leaders, donors, government officials, and other university partners.
• Coordinate multiple VPSA committees, task forces, and staff groups, including hybrid/in-person setups, space reservations, and catering.
• Schedule all 1:1 meetings with the President/Provost's offices, campus Vice Provosts, AVPs, Development, and high-net-worth donors.
• Track deadlines and critical dates, ensuring all follow-up actions are completed.

Communications & Correspondence

• Serve as the Vice Provost's liaison to internal and external constituencies; greet visitors, screen communications, and keep the executive informed of issues requiring attention.
• Manage the Vice Provost's departmental email account; screen, track, and respond to correspondence.
• Draft and edit communications, including all-staff messages, event announcements, and executive emails.
• Proofread materials and compile contact lists for cross-university leadership networks.

Project Coordination

• Monitor timelines and details for major Student Affairs initiatives such as Town Halls, staff events, speaking engagements, and special projects.
• Maintain organized digital files, shared documents, and office systems; oversee supplies and office operations.

Team Leadership & Division Support

• Provide oversight for shared executive assistant coverage across Student Affairs, including coverage planning, project coordination, and event support.
• Supervise and assign tasks to student workers.
• Coordinate with Meeting Services and Facilities on events hosted by the Vice Provost.

Administrative & Financial Processes

• Process expenses and verifications in Stanford's Oracle Financials.
• Manage contract requests for outside vendors and consultants.
• Review timecards for the Vice Provost's direct reports and signal when ready for approval.
• Provide scheduling support to Student Affairs AVPs as needed.

*Other duties may be assigned*

MINIMUM REQUIREMENTS

Education & Experience

• Bachelor's degree and 7 years of relevant experience, or an equivalent combination of education and experience.

Knowledge, Skills & Abilities

• Extensive experience supporting executive-level leaders in complex environments.
• Outstanding written and verbal communication, including editing and proofreading.
• Excellent planning, prioritization, and organizational skills.
• Ability to maintain confidentiality, exercise sound judgment, and manage sensitive issues with diplomacy.
• Ability to build trust and positive relationships across a wide range of internal and external partners.
• Strong understanding of higher-education executive roles and context.
• Ability to multitask, adapt quickly, and meet deadlines in a fast-moving environment.
• Advanced skills with office software and email applications.

Certifications and Licenses

• None required.

PHYSICAL REQUIREMENTS

• Constant desk-based computer work; frequent sitting.
• Occasional standing/walking, reaching, light grasping, phone use, and lifting up to 10 lbs.
• Rare bending, twisting, kneeling, or squatting.

* - 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 his or her job.*

WORKING CONDITIONS

• Onsite, typically requiring 5 days per week on campus.
• Occasional evening or weekend work as needed.

WORK STANDARDS

• Strong interpersonal skills; ability to work collaboratively with colleagues and external partners.
• Commitment to safety and adherence to university policies and procedures.
• Consistent professionalism and accountability.
• 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, http://adminguide.stanford.edu.

*The expected pay range for this position is* $112,312 - $123,962 *annum.*

*Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.*

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

We invite you to apply by clicking on the "Apply for Job" button. To be considered, please submit your resume and a one-page cover letter along with your online application.

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 enrich 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 audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• 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!

*The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. 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.*

*Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources by submitting a* *contact form**.*

*Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.*

Additional Information

• Schedule: Full-time
• Job Code: 4161
• Employee Status: Regular
• Grade: I
• Requisition ID: 107699
• Work Arrangement : On Site