Executive Assistant 1
Location: Stanford, CA, United States · Reference: 201037
The Graduate School of Education (GSE) is seeking an experienced Executive
Assistant who thrives at the center of a busy, relationship-driven
organization. This role is ideal for someone who anticipates what needs to
happen next, brings order to competing priorities, and exercises sound
judgement about what needs attention, and when. As a close working partner to
the Associate Dean for External Relations, you will combine excellent
executive support with thoughtful problem-solving, strong relationships, and a
high degree of independence.
Interested applicants should submit a clear, thoughtful cover letter that
helps us understand why this position and the GSE are a good fit for you.
Applicants must be authorized to work for any employer in the U.S. We are
unable to sponsor or take over sponsorship of an employment visa.
The budgeted hourly rate for this position is $47.12 - $48.07.
Who We Are
The Stanford University Graduate School of Education (GSE) is a top-
ranked school of education, known for its distinguished faculty, rigorous
graduate degree programs, and impact on education around the world. The GSE
develops leaders in education research, practice, and policy and brings
together a community of more than 60 faculty, 400 students, 300 staff, 14,000
alumni and a broad network of partners in local and global communities.
About the Role
The Executive Assistant provides high-level support to the Associate Dean for
External Relations, who leads the school's fundraising, alumni relations,
donor engagement, and advancement services functions. You will be a close
working partner to the Associate Dean, helping manage a fast-moving portfolio
of relationships, commitments, and priorities with significant autonomy and
judgment.
This is more than a calendar-management role. You will often be the first
person to assess a request, understand its context, and determine what needs
to happen next. Knowing when to act independently, when to seek additional
information, and when to bring something to the Associate Dean's attention
will be central to your success.
The role sits at the intersection of the Associate Dean's leadership
responsibilities and the broader External Relations team, connecting you with
GSE and university leaders, faculty, donors, alumni, volunteers, and partners
across Stanford and beyond. Your ability to connect people, information, and
priorities will help strengthen the relationships and resources that advance
the GSE's mission.
Areas of Focus
This role's core duties are defined by the Executive Assistant 1 job
classification. In this position, that work centers on the following areas:
Calendar and Time Management:Manage a complex, dynamic calendar with
limited consultation; assess and negotiate competing requests for the
Associate Dean's time; and anticipate scheduling needs, conflicts, and
priorities.
Communications and Coordination:Organize, prioritize, and route
communications, requests, and action items; serve as a key liaison with
internal and external partners; and ensure important information reaches
the right people at the right time.
Meetings, Events, and Travel:Plan and coordinate meetings,
conferences, special events, and complex business travel involving
university leaders, donors, government officials, and other internal and
external partners.
Correspondence, Documentation, and Research:Draft correspondence and
presentations; research and compile materials; and organize information
needed to support meetings, decisions, and follow-up.
Financial Coordination:Review and route expense reports,
reimbursement requests, and routine invoices for approval, working with
appropriate business office contacts to resolve discrepancies.
Projects and Follow-Through:Track multiple projects, deadlines,
decisions, and action items; anticipate critical dates and next steps; and
follow up with appropriate parties to keep commitments moving forward. May
supervise administrative staff.
What You'll Bring:
We are looking for an Executive Assistant who brings excellent judgment,
organization, and follow-through to a role with considerable independence. You
anticipate needs, take ownership of your work, manage competing demands, and
know what you can resolve independently and what requires the Associate Dean's
attention. You pay attention to detail while keeping sight of the larger
priorities behind the work.
Strong interpersonal instincts are equally important. You build trust across a
range of audiences, communicate clearly and diplomatically, and handle
sensitive matters with discretion. We value someone who remains steady and
resourceful when plans change, enjoys solving problems, and brings a
collaborative spirit, curiosity, a sense of humor, and pride in producing
excellent work.
Responsibilities
Core Duties :
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 in regards to establishing priorities and
identifying and resolving 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; keep the
supervisor informed of all matters requiring his/her attention.
Independently prioritize, plan, coordinate and/or oversee logistics and
conferences with individuals and entities internal and external to the
university, 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 unit, 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
parties on behalf of supervisor to ensure deadlines are met.
May also supervise staff.
Minimum Education and Experience
High school diploma and five years of relevant experience or combination of
education and relevant experience.
Knowledge, Skills and Abilities :
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.
