The Office of the General Counsel supports the talented and dedicated staff who each play a vital role in shaping our future leaders, supporting groundbreaking research and resolving some of the world's greatest challenges. Joining our administration team, you'll be part of operations essential to the university's mission. The team consists of about 35 attorneys and support staff.
The Executive Assistant has primary responsibility for providing a full range of administrative support (and reports) to the Vice President and General Counsel and Deputy General Counsel for Academic, Student and Athletic Affairs and Managing Attorney with dotted line reporting to the Director of Legal Services. The Executive Assistant must possess a high level of discretion, judgment and tact. They must demonstrate initiative, ownership of responsibilities and manage projects with positive and effective results. This position also serves as liaison to key senior business partners throughout the University and affiliated health care entities.
OGC works primarily onsite on the beautiful Stanford campus. There is the possibility of working from home one day a week, and there may be the need for evening or weekend work.
Your Day Will Include:
Independent judgment to keep the VPGC and Managing Attorney informed of all matters that require their attention, including matters that require urgent decisions with minimum redundancy of effort and discussion. Anticipates needs and handles these needs proactively.
Under minimal supervision, the Executive Assistant coordinates VPGC's and Managing Attorney's activities including all logistics and management of complex calendars; initiates, plans, prioritizes and/or coordinates meetings with leading officers, trustees, donors, senior staff, domestic and foreign government officials and other constituencies. Manages the needs of individuals/groups requesting time with the VPGC and Managing Attorney so as to best meet those needs efficiently and effectively.
Organizes and maintains office and complex filing system. On a daily basis, ensures that meeting folders containing all pertinent information, agendas and supporting material are available for all meetings, including materials for speaking engagements, Board of Trustee meetings, off-site retreats for senior management staff as well as any special conferences or presentations.
Creates PowerPoint presentations accurately and effectively to present information, including to various boards of trustees/directors, campus organizations, external conferences, and professional organizations.
Independently prioritizes and juggles multiple projects simultaneously, in a fast-paced environment. Anticipates and tracks critical dates, events and associated action items; follows up with appropriate parties to ensure deadlines are met.
Manages the flow of information to and from the VPGC and Managing Attorney; disseminates information to internal/external constituencies.
Receives and screens mail and telephone calls using discretion; prioritizes, responds independently to general inquiries when appropriate, and makes accurate judgments in redirecting callers to another attorney or another office as appropriate.
Manages complex business travel including making all related arrangements and processing and tracking related expense reimbursements.
Oversees and organizes special projects including departmental events such as the annual OGC retreat and client reception, annual counsel dinners, seminars/events with invited speakers, brown bag training sessions for the support staff, and various special meetings. These activities may involve facilities, catering, speakers, and logistics.
Drafts correspondence for review. Reviews, updates and edits documents and information that is often confidential or sensitive in nature.
Serves as liaison and/or provides assistance and support to VPGC's or Managing Attorney's direct reports on an as needed basis, facilitating the work of all groups.
The Executive Assistant is expected to maintain confidentiality and discretion at all times. They will frequently function as a troubleshooter, making independent, accurate and often quick judgments including forwarding questions and requests to other senior staff or departments.
Handles any overflow projects or work assignments for position, as requested.
Other duties as assigned.
Experience You Will Bring to the Organization:
Bachelor's degree and seven years of relevant work experience or combination of education and relevant experience
Excellent verbal and written communication skills, including editing and proofreading.
Excellent planning and organizational skills.
Demonstrated ability to handle sensitive issues and maintain confidentiality.
Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies.
Contextual understanding of executives' roles within the university framework.
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.
Genuine desire and ability to contribute and foster a positive and fun workplace.
Advanced computer skills and demonstrated experience with office software and email applications.
Experience in the legal profession and familiarity with Stanford or academic work environment preferred but is not required.
PHYSICAL REQUIREMENTS*:
Perform desk-based computer tasks.
Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl
*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
WORK STANDARDS:
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.
The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University's research, teaching and clinical missions.
Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?
