Executive Assistant 1

The Graduate School of Education (GSE) is seeking an experienced Executive Assistant who thrives at the center of a busy, relationship-driven organization. This role is ideal for someone who anticipates what needs to happen next, brings order to competing priorities, and exercises sound judgement about what needs attention, and when. As a close working partner to the Associate Dean for External Relations, you will combine excellent executive support with thoughtful problem-solving, strong relationships, and a high degree of independence.

• Interested applicants should submit a clear, thoughtful cover letter that helps us understand why this position and the GSE are a good fit for you.
• Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa.
• The budgeted hourly rate for this position is $47.12 - $48.07.

Who We Are

The Stanford University Graduate School of Education (GSE) is a top-ranked school of education, known for its distinguished faculty, rigorous graduate degree programs, and impact on education around the world. The GSE develops leaders in education research, practice, and policy and brings together a community of more than 60 faculty, 400 students, 300 staff, 14,000 alumni and a broad network of partners in local and global communities.

About the Role

The Executive Assistant provides high-level support to the Associate Dean for External Relations, who leads the school’s fundraising, alumni relations, donor engagement, and advancement services functions. You will be a close working partner to the Associate Dean, helping manage a fast-moving portfolio of relationships, commitments, and priorities with significant autonomy and judgment.

This is more than a calendar-management role. You will often be the first person to assess a request, understand its context, and determine what needs to happen next. Knowing when to act independently, when to seek additional information, and when to bring something to the Associate Dean’s attention will be central to your success.

The role sits at the intersection of the Associate Dean’s leadership responsibilities and the broader External Relations team, connecting you with GSE and university leaders, faculty, donors, alumni, volunteers, and partners across Stanford and beyond. Your ability to connect people, information, and priorities will help strengthen the relationships and resources that advance the GSE’s mission.

Areas of Focus

This role’s core duties are defined by the Executive Assistant 1 job classification. In this position, that work centers on the following areas:

• Calendar and Time Management: Manage a complex, dynamic calendar with limited consultation; assess and negotiate competing requests for the Associate Dean’s time; and anticipate scheduling needs, conflicts, and priorities.
• Communications and Coordination: Organize, prioritize, and route communications, requests, and action items; serve as a key liaison with internal and external partners; and ensure important information reaches the right people at the right time.
• Meetings, Events, and Travel: Plan and coordinate meetings, conferences, special events, and complex business travel involving university leaders, donors, government officials, and other internal and external partners.
• Correspondence, Documentation, and Research: Draft correspondence and presentations; research and compile materials; and organize information needed to support meetings, decisions, and follow-up.
• Financial Coordination: Review and route expense reports, reimbursement requests, and routine invoices for approval, working with appropriate business office contacts to resolve discrepancies.
• Projects and Follow-Through: Track multiple projects, deadlines, decisions, and action items; anticipate critical dates and next steps; and follow up with appropriate parties to keep commitments moving forward. May supervise administrative staff.

What You’ll Bring:
We are looking for an Executive Assistant who brings excellent judgment, organization, and follow-through to a role with considerable independence. You anticipate needs, take ownership of your work, manage competing demands, and know what you can resolve independently and what requires the Associate Dean’s attention. You pay attention to detail while keeping sight of the larger priorities behind the work.

Strong interpersonal instincts are equally important. You build trust across a range of audiences, communicate clearly and diplomatically, and handle sensitive matters with discretion. We value someone who remains steady and resourceful when plans change, enjoys solving problems, and brings a collaborative spirit, curiosity, a sense of humor, and pride in producing excellent work.

Core Duties:

• Plan and schedule complex calendar(s) with limited or no consultation, resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the supervisor, independently committing his/her time. May occasionally represent the supervisor by attending meetings in his/her absence; speaking for the supervisor.
• Act on behalf of the supervisor in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep supervisor informed of all matters that require his/her attention.
• Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the supervisor informed of all matters requiring his/her attention.
• Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the university, including executive and senior level staff, donors and government officials.
• 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.
• Manage complex business travel in compliance with unit, university, and sponsor policies.
• Prepare reports and analyses, identify adverse trends and make appropriate recommendations or conclusions.
• Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of supervisor to ensure deadlines are met.
• May also supervise staff.
  

Minimum Education and Experience

High school diploma and five years of relevant experience or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Ability to multi-task, adapt to changing priorities and meet deadlines.