Executive Office Manager
Stanford HAI is Stanford University’s interdisciplinary institute advancing AI and data-science research, education, policy, and practice.
About Stanford Institute for Human-Centered AI
Launched in 2019, Stanford HAI brings together Stanford researchers, students, and external partners to advance human-centered AI and data science through research, education, policy, open scholarship, grants, and public-facing measurement initiatives.
Skills
Candidate Availability
Required and preferred rules are kept separate and reflect the wording in the original posting.
About the Role
You will support the senior leadership of the Digital Economy Lab, providing complex and diversified administrative support with minimal supervision. You will anticipate leadership needs, solve problems independently, manage calendars and travel, organize events, handle financial transactions and budget reconciliation, draft documents and reports, and support gift and grant proposals, reporting and stewardship while tracking priority projects for faculty. You will report to the Executive Director and coordinate with other team members. This is a two-year fixed term, full-time position on Stanford's main campus with a hybrid arrangement of at least three days per week on-site.
Requirements
- High school diploma and six years of administrative experience, or combination of education and relevant experience
- Advanced computer skills and experience with office software and email applications
- Proven success in following through and completing projects
- Excellent organizational skills and attention to detail
- Excellent verbal and written communication skills
- Excellent customer service and interpersonal skills
- Ability to prioritize, multi-task and assign work to others
- Ability to take initiative and ownership of projects
- Sound independent judgment in decision making
Responsibilities
- Act on behalf of the supervisor to set priorities and resolve administrative problems
- Research and write background information for meetings and attend meetings on the supervisor's behalf
- Schedule, organize and operate conferences, seminars and events within budget
- Compose and draft documents, correspondence, grants and reports
- Manage calendars, resolve conflicts and arrange travel
- Create complex reports and spreadsheets and make recommendations
- Process and reconcile complex financial transactions and budget statements
- Coordinate office moves and routine renovations
- Analyze material and prepare briefings
- Support gift and grant proposals, reporting and stewardship
- Track and support priority projects on behalf of faculty
Benefits
- 18+ PTO days per year
- Health benefits start when you start
- Flexible work options
- World-class exercise facilities
- $6000+ annual tuition and training assistance
- 403(b) plan
- Mental health and wellness programs
- Free and discounted commuter transportation