Executive Assistant to the Vice President for the Arts

Stanford University is one of the world's premier academic and research institutions, devoting tremendous intellectual and physical resources toward the betterment of humanity. As a major Silicon Valley employer, Stanford seeks people committed to excellence and to improving our world. In turn, the university is committed to supporting its employees as they develop their careers and enrich their lives. We believe Stanford's future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community.

The Vice Presidency for the Arts at Stanford University was established in 2017 to elevate the arts in the University's priorities and lead strategic planning for the University's arts goals. Stanford's non-departmental arts programs fall under the auspices of the Vice President for the Arts (VPA), including Stanford Live and Bing Concert Hall, Anderson Collection at Stanford University, Cantor Arts Center, Stanford Arts Institute, and the Institute for Diversity in the Arts. The central Office of the Vice President for the Arts also manages campus-wide arts opportunities, strategic partnerships, arts grant opportunities, and student support.

Stanford has recently welcomed a new Vice President for the Arts and is embarking on an exciting new chapter, driven by the recognition that art is essential to advancing equity, health, wellbeing, and engagement on the Stanford campus and in our communities. The Executive Assistant (EA) will play a key role in enabling the leadership vision.

The EA will provide advanced, diversified administrative support of a substantial and confidential nature to the Vice President for the Arts (VPA). This role anticipates the executive's needs, proactively solves problems, and independently handles issues. Work is performed autonomously, with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the Vice President. The EA will also have the opportunity to manage exciting projects that advance the arts at Stanford, in the field, and in our surrounding communities.

In this role, you will:

• Coordinate the VP's activities, including management of complex calendars, travel arrangements and associated logistics. Independently commit the VP's time to those requesting access to her based on an in-depth understanding of her priorities and needs and her role within the university framework.
• Independently prioritize, plan, coordinate and/or oversee logistics for meetings and conferences with individuals and entities internal to the university (e.g., VPA staff, senior staff, students, and other campus partners) and external (e.g., donors, alumni, families, and officials in higher education, business, and government).
• Manage special projects from conception to execution, including planning program components, stakeholder communications, budgets/expense tracking, communications/outreach plans, logistics (travel, facilities, technology), and day-of program coordination.
• Manage and execute all logistics for VPA all-staff meetings, including meeting invitations, coordination with speakers, catering and room reservations (if relevant), technology requirements, and ensuring that remote employees are able to join.
• Coordinate with donors, high-profile public figures, other external stakeholders and their staff to arrange meetings.
• Work with the University Office of Development to coordinate meetings and to plan and execute donor trips including flight and hotel arrangements, car service, donor briefing documents, meeting prep, etc.
• Serve as the executive's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keep the executive informed of all matters requiring her attention.
• Serve as first point of contact for the VP, including gathering all the necessary information from all the constituent parties, presenting it to the VP for final decision, then relaying that decision to the initial inquirer.
• 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.
• Develop presentation decks for use with various audiences including VPA leadership and staff, Board of Trustees, Arts Advisory Council, Cantor Director's Advisory Board, Anderson's Management Committee, and Stanford Live's Advisory Council.
• Oversee and/or manage multiple projects simultaneously; anticipate and track critical dates, events and organizational issues; follow up with appropriate parties to ensure deadlines are met.
• Organize and maintain the workings of the VP's office. Take responsibility for filing systems and ensuring all pertinent information and supporting materials are retained.
• May also supervise student interns or temporary staff.

Please note that this position will be based on the main Stanford campus and will be a hybrid role (3 or more days/week on campus). You may need to work extended or non-standard hours, weekends and holidays based on business needs.