This job has closed.

Inside Higher Ed · 1 month ago

Executive Assistant to the Vice Provost for Student Affairs

Stanford, CA

Full-time

Onsite

Senior Level

$112K/yr - $124K/yr

7+ years exp

Inside Higher Ed is seeking an experienced Executive Assistant to support the Vice Provost for Student Affairs at Stanford University. The role involves managing complex schedules, coordinating events, and providing administrative support to enhance the efficiency of the Vice Provost's office.

Digital MediaEducationHigher EducationJournalismRecruiting

Responsibilities

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

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

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

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

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

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

Qualification

Executive support experienceCalendar managementWritten communicationOrganizational skillsOffice software proficiencyProject coordinationInterpersonal skillsConfidentialityAdaptabilityRelationship building

Required

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

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

Benefits

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!