Executive Assistant

Stanford’s Department of Athletics, Physical Education and Recreation: 

Stanford’s Department of Athletics, Physical Education and Recreation (“DAPER”) is the premier intercollegiate athletics program in the country. We are the proud Home of Champions! We lead the nation with 128 NCAA championship titles, won the Women’s Capital One Cup four of the last five years, and brought home the Learfield Director’s Cup for 25 straight years. We also support the university’s physical education, recreation and wellness initiatives and the university Golf Course. Our dedicated staff embody a culture of excellence, embrace our mission of scholar-athleticism and exemplify a relentless championship spirit. Our actions and staff are guided by the core tenets of the DAPER culture, “The DAPER Way,” which are: Embrace Scholar-Athleticism, Pursue and Revere Excellence, Lead with Courage, and Work Cohesively. 

Are you ready to inspire champions? If yes, then this may be the right opportunity for you!  

DAPER seeks candidates with outstanding professionalism and office support skills for the position of Executive Assistant. The position reports to the Director of Athletics (AD) and provides administrative support for the AD, the Senior Woman Administrator (SWA) and, on occasion, other Deputy or Executive Associate Athletics Directors. 

The successful candidate will be expected to develop a comprehensive knowledge of DAPER, understand the AD’s and SWA’s work styles and preferences, and be able to efficiently manage all facets of the AD’s office. This position requires a keen awareness of organizational realities and interpersonal skills to network, relate to and communicate with all levels within the university, Board of Trustees, governmental and external agencies, donors, alumni and other constituencies. The Executive Assistant must, at all times, exercise good judgment and discretion in carrying out his/her responsibilities. 

In this role, you will: 

• Manage and coordinate complex meeting schedules for both internal and external groups to include: meeting venues, calendaring management, site logistics, catering and room set-up, reminder communications, roster creation, and on-site administrative support as required. 

• Independently compose, format and edit internal and external communications, including correspondence and presentation materials; draft confidential documents requiring research, context changes and clarification of text. 

• Manage departmental communications, including incoming phone calls for the AD, SWA and the general DAPER phone line, general email inbox for the AD, and incoming/outgoing mail for the AD and SWA; maintain various email listservs. 

• Coordinate All-Staff meetings and receptions hosted by the AD, including acting as a site host for guests in the AD suite and Visiting AD at home football games. 

• Collaborate with other DAPER units such as Development, External Relations, and Facilities to draft donor letters, update staff headshots, and coordinate facility and IT repairs as needed. 

• Manage travel arrangements for the AD and SWA, to include researching travel options, preparing itineraries and logistics, and preparing and submitting travel expense reports. 

• Manage expenses on the AD’s and SWA’s purchasing cards and submit receipts through the university’s financial system. 

• Work in collaboration with senior staff, coaches, managers and staff, exercising a high-level of discretion on highly confidential and sensitive information. 

• Other duties as assigned.  

Minimum Requirements: 

Bachelor’s degree and seven years of relevant experience or combination of education and relevant experience.  

To be successful in this role, you will have: 

• Excellent interpersonal and customer service skills and desire to assist others; approachable; ability to quickly establish rapport, making people feel comfortable and welcome. 

• Ability to listen and speak well; courteous telephone manner; ability to represent the office professionally to wide range of people. 

• Demonstrated political acumen including displaying tact and diplomacy to handle extremely sensitive and/or confidential items; ability to exercise good judgement. 

• High energy with the ability to be resourceful and take initiative, in addition to executing assigned tasks. 

• Demonstrated attention to detail and ability to edit and proofread work across a variety of functions. 

• Demonstrated ability to handle multiple projects simultaneously in a fast-paced environment while meeting deadlines; excellent organizational abilities and flexibility. 

• Exceptional organizational abilities and flexibility when handling changing deadlines and priorities. 

• The capability to work with minimal supervision and work independently when needed. 

• Advanced computer skills, including knowledge of word processing software, email applications, and calendaring programs. 

• Familiarity with and/or ability to learn Stanford’s Oracle financial system. 

• Flexibility to work beyond normal business hours when needed. 

Preferred Qualifications 

• At least three years of high-level executive assistant experience. 

DAPER’s Integrity: 

This position, along with all DAPER coaches and staff, is responsible for the integrity of Stanford’s intercollegiate athletics program and for the reputation of Stanford University. This position is responsible for ensuring that his/her/their involvement with Athletics Department activities maintains the integrity of the University’s reputation and does not negatively impact the relationship between the University and its faculty, staff, students and alumni. Additionally, this position must comply with University policies and procedures, NCAA and Pac-12 rules and regulations. 

Why Stanford is for you:   

Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture  and unique perks  empower you with: 

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.  

• A caring culture. We provide superb retirement plans, generous time-off, and family care resources. 

• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits. 

• Discovery and fun. Stroll through historic sculptures, trails, and museums.  

• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more! 

* 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. 

*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 his or her job. 

*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.