Executive Support Specialist

The Stanford Center on Early Childhood , an initiative of the Stanford Accelerator for Learning , seeks a part-time Executive Support Specialist to join our team. The Executive Support Specialist will provide complex and diversified administrative support to the SCEC Managing Director.

Note: This position is a 1-year fixed term appointment that may be renewed based on performance and funding. This position is eligible for a remote work agreement and limited travel may be required for convenings and events. Interested applicants should submit a resume and a cover letter describing why they are interested in this position at this stage of their career. Candidates must be eligible to work in the US. Visa sponsorship is not available for this position.

  ABOUT US

Housed at Stanford Graduate School of Education , the Stanford Accelerator for Learning (SAL) is a research hub that connects experts from the sciences, medicine, engineering, law, and humanities to expedite learning solutions for all learners. The first university-wide initiative to connect Stanford scholars across disciplines with external partners in the field, SAL bridges research, innovation, practice, and policy to achieve true system change. SAL is currently focused on six areas of research that show high need and high promise for transformational change. These areas include digital learning, early childhood education, learning differences, equity in learning, policy and systems change, and adult and workforce learning.

The Stanford Center on Early Childhood (SCEC) is an initiative of the Stanford Accelerator for Learning. SCEC brings new tools and pathways for impact to the places where early childhood development happens–early learning environments, healthcare, and community-based family support programs and services.

  POSITION SUMMARY

With minimal supervision, the Executive Support Specialist will proactively manage the schedule of the SCEC Managing Director, arrange for meeting spaces, prepare meeting briefs, and assist with travel arrangements and expense reports. This position will call upon comprehensive knowledge of the Center programs and priorities to organize and orchestrate the flow of activities, calendar of events, correspondence, internal and external relations, and event logistics. The Executive Support Specialist will also be responsible for tracking and updating executive documents including CVs, letters, support documents and more. This position regularly requires scheduling meetings for multiple participants with complex schedules. The Executive Support Specialist will report to the SCEC Operations Manager. This is a part-time (approximately 20 hours a week) and remote eligible position.

• Plan and schedule complex calendars with limited or no consultation, resolve calendaring conflicts, negotiate and manage the needs of individuals or groups requesting time with the Managing Director, independently committing hertime.
• Arrange complex travel in compliance with unit, university, and sponsorpolicies.
• Researchand/orwritebackgroundinformationformeetings.Participateinmeetingson supervisor’s behalf, inform after the fact. Take meeting minutes asneeded.
• Assist with occasional scheduling and arranging of meetings for SCEC management team.
• Oversee and/or perform duties associated with scheduling, organizing, and operating complex conferences, seminars, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events withinbudget.
• Compose and draft documents and correspondence for presentations, course handouts, grants,conferences,seminars,andreports;performsubstantialresearcheditingandfact checking.
• Create,maintain,modify,and/orensureaccuracyofcontentinvariousunitdocuments, displays, reports, brochures, social media, and/orwebsites.
• Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls with individuals and entities internal andexternal to the university, including executive and senior level staff, donors and government officials; keep the Managing Director informed of all matters requiring herattention.
• Createcomplexreportsandspreadsheetswhichmayutilizespecializedsoftwareand systems. Make recommendations based onreports.
• Analyze and review material and extract pertinent information for briefingpurposes.

• High school diploma and six years of administrative experience, or combinationof education and relevantexperience.
• Advanced computer skills and demonstrated experience with office software andemail applications.
• Proven success in following through and completingprojects.
• Excellent organizational skills and attention todetail.
• Excellent verbal and written communicationskills.
• Excellent customer service and interpersonalskills.
• Ability to prioritize, multi-task, and assign work toothers.
• Ability to take initiative and ownership ofprojects.
• Ability to routinely and independently exercise sound judgment in makingdecisions.

• Bachelor’sdegree
• At least six years of administrative experience which includes three years at afull performance level performing typing, word processing, or other generating of documents
• At least two years of high-level executivesupport
• Experience managing the calendar and booking travel for a frequently traveling executive orteam.
• Demonstrated ability to handle sensitive issues and maintainconfidentiality.
• Demonstrated ability to perform duties with a high level of professionalism,flexibility, discretion, judgment, diplomacy andtact.
• Ability to multi-task, adapt to changing priorities and meetdeadlines.
• Experience editing andproofreading.

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.

The expected pay range for this position is $27.88 - $48.56 per hour. Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

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We invite you to apply for this position by clicking on the “Apply for Job” button. To be considered, you must submit a cover letter and résumé along with your online application.

●           Finalist must successfully complete a background check prior to working atStanford University.

Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at [email protected] . For all other inquiries, please submit a contact form .

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.