Overview
Administrative Assistant II – 999374 Jobs in Fort Lauderdale, FL at Nova Southeastern University
The Stanford Center on Early Childhood, an initiative of the Stanford Accelerator for Learning, seeks a full time Executive Assistant to join our team. The Executive Assistant will provide high-level administrative support to the SCEC Director. This position is primarily focused on complex calendar management, which comprises approximately 75% of the role. Note: This position is a 1-year fixed term appointment that may be renewed based on performance and funding. Interested applicants should submit a resume and a cover letter describing why they are interested in this position at this stage of their career. Candidates must be eligible to work in the US. Visa sponsorship is not available for this position.
ABOUT US
Housed at Stanford Graduate School of Education, the Stanford Accelerator for Learning is the first university-wide initiative connecting scholars across disciplines and with external partners to bridge research, innovation, practice, and policy, and bring quality scalable and equitable learning experiences to all learners, throughout the lifespan. The Stanford Accelerator for Learning focuses on learning challenges most in need of new discoveries, evidence, and solutions and where we believe Stanford can make the most difference. Those include: adult & workforce learning, digital learning, early childhood education and development, equity in learning, learning differences, and policy & systems change.The Stanford Center on Early Childhood (SCEC) is an initiative of the Stanford Accelerator for Learning. The SCEC leverages the current moment of revolutionary science and fosters deep omnidirectional collaboration across sectors, seeking to change the way that research in early childhood is conducted, communicated, and utilized, with the overarching goal that each and every child thrives from the start.
POSITION SUMMARY
With minimal supervision and a strong attention to detail, the Executive Assistant will provide confidential support to the SCEC Director. The EA will proactively manage the SCEC Director’s calendar, managing a high volume of internal and external meetings with multiple stakeholders, often across institutions and time zones. The Executive Assistant will exercise independent judgment and flexibility to triage scheduling conflicts, anticipate needs, and respond to shifting priorities with minimal oversight. They will coordinate meeting logistics, including securing space, preparing materials or briefs, note taking, compiling slide decks, managing invites, and greeting guests upon arrival. The Executive Assistant will assist the SCEC Director with travel arrangements and expense reports.
This position will call upon comprehensive knowledge of SCEC programs, partnerships, and priorities to organize and orchestrate the flow of activities, calendar of events, correspondence, internal and external relations, and event logistics. The person in this role will work closely with the SCEC Leadership and Management teams to stay informed about SCEC priorities.The Executive Assistant will also be responsible for tracking and updating executive documents including CVs, biosketches, letters, research support documents and more. The person in this role may also attend and take minutes for confidential, high-priority meetings. The Executive Assistant will report to the SCEC Operations Manager. In addition, this role will collaborate with the SCEC administrative team on event planning and execution, and other administrative tasks as needed to support the broader operations of the Center.This is a hybrid position and will be required to be on campus 4 days/week (Monday-Thursday), and there may be some weeks (i.e. when special visitors are on campus or during event weeks) in which 5 days on campus are required. The role is highly collaborative and essential to the successful daily operations of the Director’s office and the Center.
Your primary responsibilities will include:
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 Director, independently committing his time. May occasionally represent the Director by attending meetings in his absence; speaking for the Director.
Act on behalf of the Director in regards to establishing priorities and identifying and resolving problems that are administrative in nature. Use independent judgment to keep the Director informed of all matters that require his attention.
Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the Director informed of all matters requiring his 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 the Director to ensure deadlines are met.
As a member of the SCEC Administrative team, provide support for event planning and execution as needed.
To be successful in this position, you will bring:
High school diploma and five years of relevant experience or combination of education and relevant experience.
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.
Preferred Education & Experience:
Bachelor’s degree
At least five years of high-level executive support
Proficiency with MacOS, Zoom, Slack, Google Drive, Adobe Acrobat, Microsoft Office Suite (advanced Outlook and Word, intermediate Excel and PowerPoint)Experience developing CVs and managing academic publications.
Demonstrated experience managing complex calendars and booking travel for senior leaders, preferably in an academic or research setting.
Strong interpersonal skills and the demonstrated ability to work in a team-based environment.
Demonstrated ability to work independently, manage multiple priorities, and maintain composure under pressure.
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.
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 the job.
The expected pay range for this position is $43.19-$45.67 per hour. 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.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford’s extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
WORK 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.
Why Stanford is for You:
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. 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!
We pride ourselves in being a culture that encourages and empowers you.
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 accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at [email protected]. For all other inquiries, please submit a contact form.
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.
How to Apply:
We invite you to apply for this position by clicking on the “Apply for Job” button.
To be considered, you must submit a cover letter and résumé along with your online application.
Finalist must successfully complete a background check prior to working at Stanford University. This is a fixed-term position with an end date of one year and is renewable based on performance and funding.Candidates must be eligible to work in the US. Visa sponsorship is not available for this position.
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Title: Administrative Assistant II – 999374
Company: Nova Southeastern University
Location: Fort Lauderdale, FL
