Executive Assistant 1
The Freeman Spogli Institute for International Studies (FSI) is Stanford University's primary forum for interdisciplinary policy research in international affairs and related programs and activities, including teaching and training, publications, visitors, and outreach.
The Freeman Spogli Institute seeks a skilled executive assistant to provide a wide range of administrative services and special project support to the FSI Director, a member of the Stanford faculty.
The executive assistant represents FSI and its Director within the university and to outside entities, including alumni, donors, government officials and agencies, business, non-profits, and the media. The executive assistant must provide an excellent level of service, competence and judgment in supporting the Directors day-to-day activities and providing access and information to the Director, its office, and relevant faculty. The executive assistant has responsibility for managing the full range of operations of the Directors office, and must exercise initiative and independence making decisions that carry significant impact, especially in the area of government, media, and donor relations.
The executive assistant must be aware of all critical matters that need to come to the attention of the Director, including faculty affairs, program priorities, and external relations. The executive assistant has responsibility for independent decisions that directly support the work of the Directors office and the Institute.
The executive assistant must also possess strong analytical skills to brief the Director and prepare materials on donors, corporate affiliates, government officials, and visiting dignitaries to the Institute. The executive assistant must prepares PowerPoint other presentations and materials in advance of meetings with the Board of Trustees, external advisory boards, government officials, donors, and research sponsors. The executive assistant is also responsible for preparing all background materials for Directors meetings and tracking progress on Directors projects and priorities.
The executive assistant is expected to provide full administrative support with minimal supervision on a complex and diverse range of activities, including responsive and efficient solutions for the Director day-to-day operational needs.
The executive assistant should be interested in and have professional or educational familiarity in international affairs, political science, history, international relations, or a related field.
For consideration please submit resume and cover letter. All final candidates must complete background check.
Visa sponsorship is not available for this position. All candidates must be eligible to work in the U.S.
The executive assistant provides complex and diversified administrative support with minimal supervision, anticipates the needs of the FSI Director (subsequently referred to as supervisor for this document), and proactively and independently solves problems. The executive assistant may be responsible for coordinating other administrative staff or subordinates.
- 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 to establish priorities and identify and resolve 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 and keeping the supervisor informed of all matters requiring his/her attention.
- Independently prioritize, plan, coordinate and/or oversee logistics and meetings with internal and external individuals and entities, 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 FSI, 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 individual and entities to ensure deadlines are met.
- May also supervise staff.
* - Other duties may also be assigned