Executive Assistant

Thank you for your interest in Stanford University.

While we have instituted a hiring pause for non-critical staff positions, we are actively recruiting for most of the positions currently listed on our careers page.

We will update the page when the broader hiring pause is lifted.

• DATE POSTED 4 days ago
• Schedule Full-time
• Job Code 4148
• Employee Status Fixed-Term
• Grade G
• Requisition

The Stanford Institute for Human-Centered Artificial Intelligence (HAI) and Stanford Data Science (SDS) is a newly formed institute within the Dean of Research. As an independent institute, HAI + SDS’ mission is to advance AI research, education, policy and practice to improve the human condition. What’s unique about HAI + SDS is that it balances diverse expertise and integration of AI across human-centered systems and applications in a setting that could only be offered by Stanford University.

In realizing our mission, our staff are critical to supporting our organization’s goals and enabling Stanford faculty and students to conduct cutting‑edge research with the objective of formulating innovative solutions to global challenges. Together we’re helping build the future of AI.

We create a hub of innovation through the power of diversity of disciplines and people.

We provide equitable access and opportunity to all members of the community in order to do their best work, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

We listen to and value all colleagues who bring diverse perspectives to the advancement and development of a respectful community.

We promote a culture of belonging, equity, and safety.

We embed these values in excellence of education, research, and operation.

The Executive Assistant will provide complex and diversified administrative support with minimal supervision. This position will anticipate the needs of senior management and proactively solve problems and independently handle issues. This position will report directly to the Chief of Staff and will coordinate with other members of the HAI + SDS team as appropriate to deliver value to the institute’s expanding community.

This is a two‑year fixed term position and may be extended based on programmatic need and funding availability. This position is 100% FTE and benefits are eligible. This position will be based on Stanford’s main campus and will be considered for an option of hybrid work arrangement, subject to operational need. For consideration, please submit your resume.

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.

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…