Executive Assistant

The Hoover Institution is seeking qualified candidates for the full-time, on-site position of Executive Assistant to the Director of Major Gifts. 

About Stanford University’s Hoover Institution:  The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs.  

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I.  The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history.  Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges.

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.

JOB PURPOSE:

The Executive Assistant reports to the Director of Major Gifts for the Hoover Institution and is responsible for providing professional administrative support to the Director and strategic support to the Major Gifts Team. The assistant supports the Director in planning her day-to-day activities and has frequent and regular interaction with the Institution’s Board of Overseers, major donors and prospects, senior leadership, and university constituencies.

The Executive Assistant works closely with the Director of Major Gifts on projects that require analytical, conceptual, and strategic-planning skills to further the efforts and goals of Hoover’s Development team. The ideal candidate works collegially within the team with an eye toward prioritizing the Director’s time and anticipating needs, while keeping the Director apprised of relevant updates. 

CORE DUTIES*:
•    Independently implement, administer and evaluate day-to-day activities of the unit, function or program by identifying and executing tasks and objectives, making recommendations that impact policies and programs, and assigning resources to achieve the goals of the program.
•    Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
•    Analyze and interpret policies; develop, revise and implement procedures for program or function.
•    Represent the program or function as the key contact and subject matter expert within the department, unit or school. Commit resources and provide information and/or training. May also represent the program or function to external/internal stakeholders and constituencies.
•    Organize and/or participate in outreach activities that may include developing communications and training, planning/promoting events and/or conferences.
•    May participate in development of budgets, monitor, and approve expenditures. May perform limited forecasting and provide recommendations that determine the budget.
•    May direct staff to perform various tasks and assignments. 

MINIMUM REQUIREMENTS : 

Education & Experience: 

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

Knowledge, Skills, and Abilities: 

•    Demonstrated ability to prioritize own work and multi-task.
•    Demonstrated excellent organizational and time-management skills.
•    Demonstrated ability to take initiative and ownership of projects.
•    Ability to communicate effectively both orally and in writing.
•    Ability to exercise sound judgment routinely and independently in making decisions.
•    Demonstrated experience working independently and as part of a team.
•    Relevant subject matter knowledge.
•    Ability to direct the work of others, for jobs requiring supervision.

Desired/Preferred Knowledge, Skills, and Abilities: 

•    In-depth knowledge and understanding of administrative principles and practices and ability to assimilate functional operating knowledge of Stanford and Hoover Institution, their infrastructure, traditions, and environment.
•    A keen interest in the activities and goals of the Director of Major Gifts with an ability to attain a comprehensive understanding of the Institution’s research programs, governance, and the function of the Board.
•    Excellent communication skills, both in writing and orally, and ability to interact comfortably with high-profile individuals and a wide range of constituents diplomatically and professionally.
•    Strong interpersonal communication skills: excellent listening, analytical and interpretive skills, as well as mature judgement, political acumen, tact, and diplomacy in handling extremely sensitive and/or confidential matters.
•    Demonstrated ability managing projects with an ability to analyze, plan, organize, and work independently or as a team player with energy, resilience, and a positive attitude.
•    Demonstrated creativity, initiative, attention to detail, and ability to work through formal and informal channels to complete tasks in a timely fashion.
•    Proven ability to manage sensitive situations and information with discretion and confidentiality.
•    Knowledge of or willingness to learn Stanford’s administrative, business, and financial guidelines and procedures to perform various tasks, support business functions, and keep colleagues apprised of relevant updates and changes.
•    Proficiency in Microsoft Office, Google Suite, and internet searches, along with ability to quickly learn proprietary databases and financial processing workflows. 

Certifications and Licenses: 
•    None

PHYSICAL REQUIREMENTS: 
•    Constantly 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 his or her job. 

The expected pay range for this position is $66,560 - $120,000 per annum. 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.

WORKING CONDITIONS: 
•    Office environment
•    May work for extended hours or weekends.
•    May travel for events. 

WORKING 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.