Stanford Real Estate (SRE) is a division within Stanford University's Land, Buildings and Real Estate (LBRE) department.Through active management of the University's local real estate investments, we provide financial support for the teaching, learning, and research missions of Stanford University.
We are seeking qualified candidates for the Administrative Assistant position in support of the Stanford Research Park team, a business unit comprised of six team members.Stanford Research Park is the preeminent real estate asset of Stanford University, comprised of 700 acres and 10.5 million square feet of R&D and office buildings valued at $3.5 Billion.
This position will report to the Managing Director, Asset Management, Stanford Research Park.The ideal candidate is a highly motivated and self-directed; is a highly motivated individual who can work independently and on a cross-functional team, prioritize, take initiative and produce outcomes with urgency, excellent time management, sound judgment and discretion, and with minimal supervision.
Implement and administer day-to-day activities of the Stanford Research Park business unit. Act on behalf of the Managing Director, Director, Associate Director and Associate(s) to manage complex logistics and coordination, and resolve problems that are administrative in nature.
Serve as the Stanford Research Park initial point of contact for inquiries from external stakeholders, including current and potential tenants, vendors, city staff, media, members of the public and visitors. Coordinate communications using judgment and discretion.
Research and write background information for project management and lease negotiation tasks and coordination meetings. Create meeting agendas, draft meeting minutes, monitor next steps and responsible parties' work, and initiate follow-up tasks and address needs as they arise in order to maintain workflow and project timelines.
Plan and schedule calendar(s) without prior consultation, resolve calendaring conflicts, and arrange travel and vehicle reservation in compliance with university policies, using judgment and discretion. Plan deadlines for various workflow requirements and tasks, including annual valuation and budget production.
Serve as initial point of contact for Stanford Research Park design review process, accepting tenant applications for building alterations; confirm completeness, review and make initial recommendations, draft correspondence, monitor compliance and progress. Maintain detailed record of project activities. Assist with monitoring the appearance of Stanford Research Park.
Establish and oversee protocols for organizing and monitoring complex transaction and development documents, reports, plans and notices. Resolve discrepancies and ensure complete recordkeeping.
Compose and draft documents and presentations and handouts for conferences and meetings. Analyze and review material and synthesize pertinent information for reporting purposes. Create, maintain, and ensure accuracy of content in reports, collateral materials, social media, and websites.
Create complex reports and spreadsheets utilizing specialized software and systems (including Word, Powerpoint, Excel, Sharepoint).
Plan and perform duties associated with organizing complex conferences, meetings, and events, including arranging with vendors for services, overseeing the production and distribution of materials, administering logistics, and managing events within budget.
Assist with vendor oversight, tracking deliverables and milestones.
Other duties may be assigned.
Minimum Education and Experience Required:
High school diploma and six years of administrative experience, or combination of education and relevant experience.
Knowledge, Skills and Abilities:
Demonstrated ability to establish priorities, manage shifting priorities, handle numerous time-sensitive projects with multiple deadlines, and assign work to others and work with minimal supervision under tight deadlines and in pressure situations.
Ability to routinely and independently exercise sound judgment in making decisions and excellent problem-solving skills.
Demonstrated solid planning and organizational skills and attention to detail.
Demonstrated experience working independently and as part of a team.
Ability to coordinate the work of others.
Excellent verbal and written communication skills.
Ability to take initiative and ownership of projects.
Excellent customer service and interpersonal skills.
Advanced computer skills and demonstrated experience with office software and email applications.
Redwood City, CA
Constantly perform desk-based computer tasks.
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.
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.
A background check will be required for all final candidates. Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
Job Series: Facilities, Real Estate Asset Management
Location: Stanford Real Estate, Redwood City
Schedule: Full-time, Exempt
Job Classification: AA4
Job Code: 4104
Location: Land, Buildings and Real Estate, Redwood City, California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.