Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to join our team on a contract basis in Stanford, California. In this role, you will provide high-level administrative support to the Vice President and the organization, managing schedules, communications, and special projects. This position is ideal for someone with strong attention to detail, organizational skills, and the ability to handle complex tasks in a dynamic environment.

Responsibilities :

• Coordinate and manage the Vice President’s calendar, ensuring seamless scheduling of high-priority meetings and resolving potential conflicts.
• Organize logistics for meetings, including preparing agendas, distributing materials, and documenting minutes.
• Communicate deadlines proactively and address scheduling conflicts to maintain smooth operations.
• Arrange travel plans for the Executive Office, including transportation, accommodations, and itineraries, while ensuring expense reports are processed accurately.
• Facilitate logistical details for events such as retreats and staff meetings, including catering and audiovisual setup.
• Reconcile department credit card expenses and process reimbursements and invoices promptly.
• Collaborate with the Chief of Staff on event preparation and ensure all materials are ready and accessible.
• Support special projects and initiatives as assigned, contributing to the success of organizational goals.
• Offer facilitation assistance for staff meetings to ensure effective communication and collaboration.
• Minimum of three years’ experience providing executive-level administrative support.
• Proven ability to coordinate events or manage projects effectively.
• Exceptional verbal and written communication skills, capable of interacting with diverse stakeholders.
• Strong organizational skills with a keen attention to detail, ensuring accuracy in managing multiple tasks.
• Familiarity with budgeting and financial processes, including reconciliation of expenses.
• Advanced proficiency in modern office technologies such as Zoom, Microsoft Office, and Google Apps.
• Ability to work in a fast-paced environment while maintaining professionalism and adaptability.