Overview
Administrative Associate 2 Jobs in Stanford, CA at Stanford University
This role manages the day to day and short-term operations of the office of the President. This individual partners with the Manager, Office of the President to ensure the calendar and daily activities are aligned with the production and business needs.
Duties:
Manage and maintain the President’s calendar.
Coordinate and confirm all calendar matters, including internal and external meetings, establishing conference/zoom calls, and coordinating meetings over multiple time zones.
Manage worldwide travel arrangements (itineraries, flight, hotel, car, meeting coordination) and all related expense management.
Answer and screen incoming phone calls/voice messages.
Build strong relationships internally with office counterparts within the company and externally with office counterparts sitting at external agencies or organizations.
Prepare, manage, and file confidential memos, business updates, meeting notes.
Assist Manager to track and manage President’s office budget including invoice intake and expense requests.
Log and prioritize all incoming scripts, development notes, cuts of films and dailies
Perform daily miscellaneous errands in the office as needed (greeting guests, assisting vendors, etc.).
Prepare, manage, and execute any weekly or monthly reports as requested by other executive offices.
Assist the Manager on any special projects or requests including assisting with presentation edits in keynote, gathering of creative assets for projects or presentations, and planning/coordination for meetings.
Ordering and coordinating gifts for special occasions or events.
Basic Qualifications:
3+ years administrative experience supporting a senior level executive (Agency, Production or Studio environment preferred).
Excellent written and verbal communication skills.
Ability to multitask and prioritize, independently managing and disseminating a variety of assignments punctually and efficiently.
Thrive in a fast-paced environment with strong organizational skills, precise attention to detail, and commitment to consistent follow-through.
Self-starter who has a bias for action and proactively problem solves.
Demonstrate professionalism and the ability to maintain the highest level of confidentiality.
Collaborative working style and strong people skills, partnering with key stakeholders at all levels of the organization.
Applies good instincts and judgement navigating complex situations and environments.
Strong interpersonal and relationship building skills to instill trust and confidence.
Strong computer proficiency in Apple Keynote, Microsoft Applications (Outlook, Word, Excel, PowerPoint), and Zoom.
The hiring range for this position in Burbank, CA is $69,946 to $93,830 per year based on a 40-hour work week. The amount of hours scheduled per week may vary based on business needs. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.
Title: Administrative Associate 2
Company: Stanford University
Location: Stanford, CA
