This job has closed.

Stanford University · 3 months ago

Executive Assistant/Project Manager, The SCALE Initiative

Stanford, CA

Full-time

Hybrid

Mid, Senior Level

$45.23/hr - $50.43/hr

6+ years exp

Stanford University is a prestigious institution dedicated to improving education globally. The SCALE Initiative is seeking an experienced Executive Assistant/Project Manager to provide comprehensive administrative support, manage events, and oversee project management for a team focused on enhancing educational opportunities.

EducationHigher EducationUniversities

Growth Opportunities

No H1B

Responsibilities

Serves as the administrative support for the SCALE office, setting internal administrative priorities, managing workflow, and ensuring the smooth operation of daily functions

Performs a full spectrum of administrative duties, including managing complex business travel, purchases, purchase orders, contracts, expense reports, visa processing and other financial transactions in compliance with unit, university, and sponsor policies

This position will also serve as the administrative lead working with facilities on office moves, room scheduling and maintenance needs

This position is central to the planning and execution of a wide range of complex departmental events, conferences, and seminars: SCALE Initiative quarterly retreats, Summer Research Fellows Program, Get Down To Facts 3 Convenings, and the Annual SCALE/NSSA Conference

Key responsibilities include: leading the planning and execution of these events (full lifecycle), following strategic direction from leadership, from invitation and complex travel arrangements to managing day-of logistics and organizing team meals and multi-stakeholder dinners

Utilizes specialized software and systems (e.g., Smartsheet) to design and implement advanced project management and data tracking dashboards for various departmental initiatives (e.g., dept. events, inventory, financial tracking), and makes recommendations based on these reports

Compose, draft, and edit documents and correspondence for presentations and reports, while also creating, maintaining, modifying, and ensuring accuracy of content in various unit documents

Plan and schedule multiple complex calendars with limited or no consultation and resolve calendaring conflicts, keeping in mind priorities and preferences, and striving to optimize the use of time, research and/or write background information for meetings and briefings for key

Qualification

Event PlanningAdvanced Computer SkillsProject ManagementCommunicationOrganizational SkillsCustomer ServiceInterpersonal SkillsAttention to DetailInitiative