Inside Higher Ed is hiring: Executive Assistant in Palo Alto

Executive Assistant – Stanford University, Dean of Research The Stanford Institute for Human-Centered Artificial Intelligence (HAI) and Stanford Data Science (SDS) is a newly formed institute within the Dean of Research. As an independent institute, HAI + SDS’ mission is to advance AI research, education, policy and practice to improve the human condition. The Executive Assistant will provide complex and diversified administrative support with minimal supervision and will report directly to the Chief of Staff. Position Summary This is a two‑year fixed‑term, 100% FTE position that may be extended based on programmatic need and funding availability. The role is based on Stanford’s main campus and may involve a hybrid work arrangement subject to operational need. The successful candidate will anticipate the needs of senior management, proactively solve problems and independently handle issues. Core Duties Plan and schedule complex calendars, resolve conflicts and commit supervisor’s time independently; occasionally represent the supervisor in meetings. Act on behalf of the supervisor in establishing priorities and resolving administrative problems. Use independent judgment to keep the supervisor informed of all matters requiring attention. Serve as liaison to internal and external constituencies, screen correspondence and telephone calls, and keep the supervisor informed of all matters requiring attention. Prioritize, plan, coordinate and oversee logistics of conferences with university, donor and government officials. Compose correspondence, prepare, review and edit presentations and documentation, research and analyze issues, and compile materials for decision‑making purposes. Manage complex business travel in compliance with unit, university and sponsor policies. Manage multiple projects simultaneously, track dates and events, and follow up to ensure deadlines are met. Minimum Requirements Education & Experience: High school diploma and five years of relevant experience or a combination of education and relevant experience. Knowledge, Skills & Abilities: High‑level administrative experience, advanced computer skills and use of office software and email applications. Excellent verbal and written communication skills, including editing and proofreading. Strong planning and organizational abilities. Initiative and ownership of projects. Ability to handle sensitive issues and maintain confidentiality. Professionalism, flexibility, discretion, judgment, diplomacy and tact. Capability to multi‑task, adapt to changing priorities and meet deadlines. Physical Requirements Desk‑based computer work; frequently sitting; occasionally standing walking, reaching, handling items up to 10 pounds. Rarely twisting, bending, stooping, squatting or kneeling. Uniforms and reasonable accommodation for employees with disabilities are provided in accordance with the law. Working Conditions Flexible work schedule, including weekends. Work Standards Interpersonal skills: work well with Stanford colleagues, clients and external organizations. Safety: demonstrate personal responsibility, communicate concerns and promote safe behaviors. Compliance: follow all applicable University policies. Compensation The expected pay range for this position is $43.19 to $49.83 per hour. Equal Opportunity 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. Benefits Career development programs, tuition reimbursement and audit courses. Comprehensive retirement plans, generous time‑off and family care resources. Health and fitness programs, including access to world‑class exercise facilities. Travel, commuting and ridesharing incentives. Additional Information Schedule: Full‑time Job Code: 4148 Employee Status: Fixed‑Term Grade: G Requisition ID: 107796 Work Arrangement: Hybrid Eligible #J-18808-Ljbffr