Executive Assistant 1
Palo Alto, California
Employer: ASK Staffing
Industry:
Salary: $55 per hour
Job type: Full-Time
Job Title: Executive Assistant 1
Duration: 03-Oct-2023 - 19-Jan-2024 (03 Months)
Minimum Education Level: High School Graduate/GED
Location: Palo Alto, CA
Hours Per Day: 8.00
Start Time: 08:00 AM
End Time: 04:30 PM
PR Range: $55/hr - $62/hr
Duration: 03-Oct-2023 - 19-Jan-2024 (03 Months)
Minimum Education Level: High School Graduate/GED
Location: Palo Alto, CA
Hours Per Day: 8.00
Start Time: 08:00 AM
End Time: 04:30 PM
PR Range: $55/hr - $62/hr
- Job Description:
We are seeking an excellent experienced administrator to fulfill the role of Executive Assistant (EA) to our Department Chair. The EA needs to be independent, strong, detail-oriented, personable, and able to cope with the demands of a very challenging and rewarding position. In addition, the EA needs to be a strong partner to department leadership and a role model of administrative professionalism.
% of Time Recommended Duties (DO NOT EDIT OR CHANGE) Examples Recommended 25% 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.- The Chair of BDS has a very dynamic calendar with a great number of meeting requests, so her EA must anticipate her needs and act independently to triage meeting requests, schedule and reschedule
- Will need to develop calendaring system with the Chair to manage the constant meeting requests
- The EA will understand the needs and priorities of the Department, Chair and leadership team, and act in support of those by identifying and resolving problems. She is expected to routinely work independently in this area, seeking guidance from the Chair and DFA as needed. She will inform leadership as needed
- The EA will be the first point of contact for internal and external colleagues. She must be able to understand and evaluate requests and prioritize them for the Chair.
- Responsible for leading conference and other event planning for the department; may recruit and lead other administrative staff as needed
- Draft letters of recommendation, emails, department communications, and other correspondence for the department chair based upon meetings the EA attends on behalf of the chair, internal/external rules and regulations, etc.
- Must be able to successfully (without frequent errors) manage complex travel arrangements for the chair and other visiting VIPs
- Will serve as subject matter expert to other administrative team members and will be expected to provide mentorship
- Responsible for distilling information and preparing reports to disseminate information to the chair and department; must independently offer recommendations and conclusions
- Constantly manage multiple complex projects associated with chair; must expertly manage all details to ensure the chair understands what is expected of her for all requests, meetings, etc.
- Can recruit staff to serve participate in projects and events
- Requirements:
DESIRED QUALIFICATIONS:- Extensive Stanford or academic administrative experience
- Extensive experience working with University faculty; proved ability to coordinate complex schedules, events, meetings, etc.
EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and five years of relevant experience or combination of education and relevant experience.
KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):- 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.
Created: 2024-05-04
Reference: 232338
Country: United States
State: California
City: Palo Alto
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