Executive Assistant, SEED

Position Summary
The Stanford Institute for Innovation in Developing Economies (SEED) is a university-wide institute housed in the Graduate School of Business. The aim of the institute is to stimulate the creation of economic opportunities through innovation, entrepreneurship, and growth of businesses that change the lives of people who live in poverty around the world. SEED intends to create a global presence in a number of developing regions simultaneously; our administrative operations are complex and the scope is broad.

The Executive Assistant will manage global administrative operations, assist with external relations, and manage international and domestic event and program logistics. The successful person in this role must develop and maintain a deep understanding of SEED’s overall mission and strategy, individual projects being lead by SEED team members (and how they connect to the overall strategy), general political landscape, and key partners. With intended operations in many time zones and with the leadership team traveling extensively, the person in this role must be in a position to accommodate working hours that are likely to vary significantly from time to time. This position reports directly to the Executive Director of SEED.

Key Areas of Responsibility:
Global Administrative Operations Management (80%)
• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors, and government officials
• Coordinate the executive director’s and top leadership team’s activities, including management of complex calendars (with limited input), making travel arrangements (team travels extensively) and associated logistics including the planning of international events, and, managing events within budget
• Manage domestic and international travel relationships with appointed travel agent
• Compose correspondence; develop, review and edit presentations and documentation. Independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes
• Create and implement administrative systems that improve SEED’s efficiency and effectiveness (e.g., identifying areas where we can leverage outside resources, putting systems in place that improve ease of travel without increasing costs, etc.)
• Oversee and/or manage multiple projects; anticipate and track critical dates, events and organizational issues for the executive director and chief operating officer; follow up with appropriate parties to ensure deadlines are met
• Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Analyze and interpret policies; develop, revise and implement procedures
• Oversee and process a high volume of complex reimbursements (many international) with Sr. Financial Analyst. Research, identify, and resolve discrepancies as needed
• Understand the sense of urgency and the need to resolve problems in a timely manner
• Provide situational awareness/guidance to SEED’s executive team (e.g., why it might be important for a member of SEED’s top leadership team to accept a meeting with a person or organization)
• Provide frontline partnership management. Act as the "conductor" for all incoming “solicitation” calls to the executive office. Independently answer questions related to SEED's overall mission and strategy, as well as questions related to individual areas
• Assist with the management of SEED’s inbox in regards to requests/questions sent to the SEED leadership team. Answer routine questions/requests directly. Using impeccable judgment, direct mail to the appropriate person with the appropriate sense of urgency, and “flag” potential issues
• Responsible for administrative aspects of department’s hiring of staff
• Prepare partner briefings for SEED leadership team which include: research and compile germane biographical information; create/customize meeting presentations; summarize SEED’s past history with an organization/individual; and be “on-call” for important partner meetings (e.g., answer last minute questions, research and resolve unexpected logistical issues, etc.)
• Responsible for preparing agenda and taking minutes in leadership meetings
• Assist with the management of Salesforce database

Event Management – Local and Global (20%)
• Work with SEED communications team to format and edit event materials (e.g., agenda, attendee list, etc.)
• Manage catering and arrange for technical/AV support. Coordinate with other groups as needed
• Collect and compile speaker materials (PPT slides, papers, etc.)
• Manage post-event activities (e.g., summarize key event statistics)

Qualifications:
• 7-10 years related experience in a senior executive level administrative role; 10+ years preferred. Experience in a global organization a strong plus
• A Bachelor’s degree, or equivalent years of relevant work experience
• Demonstrated creative problem solving capability in fast-paced environment
• Self-directed and extremely comfortable with navigating unchartered territory to research and resolve issues; anticipate problems and offer solutions
• High level of maturity with experience/track record of handling confidential information
• Impeccable judgment when handling sensitive matters relating to both external and internal audiences. Diplomacy, discretion, and tact are essential in this role
• Excellent oral and written communication skills a must
• Strong interpersonal and customer service skills with a proven track record of working collaboratively as a team member, and having the skills to cultivate positive working relationships with individuals at all levels of the organization
• Attention to detail is a must and work accuracy essential. Must be effective in managing multiple work assignments simultaneously, often under strict deadlines
• Strong computer literacy required including knowledge and application of Microsoft Word, Excel, PowerPoint, Outlook and Adobe

Other:

To learn more about us, please visit:  http://www.gsb.stanford.edu/seed/about

We are not able to provide relocation or sponsorship for this position. Stanford University is an affirmative action, equal opportunity employer.

Thank you for your interest!