Executive Assistant / Project Manager, The SCALE Initiative

Executive Assistant / Project Manager, The SCALE Initiative 🔍Graduate School of Education, Stanford, California, United States 📁Administration📅Oct 10, 2025 Post Date📅107510 Requisition #

ABOUT US

The Stanford Graduate School of Education (GSE) is dedicated to solving education's greatest challenges. Through rigorous research, model training programs and partnerships with educators worldwide, we're pursuing equitable, accessible and effective learning for all. The GSE is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 230 staff, 14,000 alumni and countless individuals from the local and global communities that we work with and impact.

The SCALE Initiative of the Stanford Accelerator for Learning , housed at Stanford Graduate School of Education , is seeking an experienced Executive Assistant / Project Manager (EA / Project Manager) for the SCALE Initiative team. The SCALE initiative works to equalize and improve educational opportunities for students by supporting implementation of the most promising educational practices.

This position is a 1-year fixed term appointment based on Stanford University’s main campus. Consideration will be given to a hybrid work schedule (partially onsite and offsite work), subject to operational need. Interested candidates should include a resume and cover letter describing why they are interested in this position at this stage in their career.

POSITION SUMMARY :

The EA / Project Manager role requires senior administrative skills and a high degree of organization; high flexibility and high responsiveness; the ability to successfully juggle multiple competing priorities; the ability to work independently, all with a significant emphasis on managing and executing a wide array of high-profile events. The EA / Project Manager will provide comprehensive administrative and operational support to a growing team of 40; including faculty, staff and students led by Dr. Susanna Loeb.

CORE DUTIES :

General Administrative & Operational Coordination : Serves as the administrative support for the SCALE office, setting internal administrative priorities, managing workflow, and ensuring the smooth operation of daily functions, often acting as a bridge between Dr. Loeb and various departmental and university units. Performs a full spectrum of administrative duties, including managing complex business travel, purchases, purchase orders, contracts, expense reports, visa processing and other financial transactions in compliance with unit, university, and sponsor policies. This position will also serve as the administrative lead working with facilities on office moves, room scheduling and maintenance needs.

Lead Complex Event Planning & Execution : This position is central to the planning and execution of a wide range of complex departmental events, conferences, and seminars : SCALE Initiative quarterly retreats, Summer Research Fellows Program, Get Down To Facts 3 Convenings, and the Annual SCALE / NSSA Conference. Key responsibilities include : leading the planning and execution of these events (full lifecycle), following strategic direction from leadership, from invitation and complex travel arrangements to managing day-of logistics and organizing team meals and multi-stakeholder dinners.

Project Management and Reporting : Utilizes specialized software and systems (e.g., Smartsheet) to design and implement advanced project management and data tracking dashboards for various departmental initiatives (e.g., dept. events, inventory, financial tracking), and makes recommendations based on these reports.

Advanced Communication & Content Management : Compose, draft, and edit documents and correspondence for presentations and reports, while also creating, maintaining, modifying, and ensuring accuracy of content in various unit documents.

Calendar & Scheduling Management : Plan and schedule multiple complex calendars with limited or no consultation and resolve calendaring conflicts, keeping in mind priorities and preferences, and striving to optimize the use of time, research and / or write background information for meetings and briefings for key.

WHAT YOU’LL BRING :

Education & Experience :

High school diploma and six years of administrative experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities :

Advanced computer skills and demonstrated experience with office software and email applications.

Proven success in following through and completing projects.

Excellent organizational skills and attention to detail.

Excellent verbal and written communication skills.

Excellent customer service and interpersonal skills.

Ability to prioritize, multi-task, and assign work to others.

Ability to take initiative and ownership of projects.

Ability to routinely and independently exercise sound judgment in making decisions.

• 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.

PLEASE NOTE : We are not able to provide sponsorship or relocation for this position.

Successful candidates will be required to complete a background check prior to working at Stanford University.

Candidates must be eligible to work in the US. Visa sponsorship is not available for this position.

The expected pay range for this position is $45.23 to $50.43 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.

PHYSICAL REQUIREMENTS

Constantly perform desk-based computer tasks.

Frequent 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.

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.

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

Stanford’s dedicated 16,000+ staff, who come from diverse educational and career backgrounds. We are a collaborative environment that thrives on innovation and continuous improvement. At Stanford, we seek talent committed to excellence, driven to impact the future of our legacy, and improve lives on a global scale. We provide market competitive salaries, excellent health care and retirement plans, and a generous vacation policy, including additional time off during our winter closure. Our unique perks align with what matters to you :

Freedom to grow. As one of the greatest intellectual hubs in the world, take advantage of development programs, tuition reimbursement plus $800 you receive annually towards skill-building classes, or audit a Stanford course. Join a TedTalk, film screening, or listen to a renowned author or leader discuss global issues.

A caring culture. We understand the importance of your personal and family time and provide you access to wellness programs, child-care resources, parent education and consultation, elder care and caregiving support.

A healthier you. We make wellness a priority by providing access to world-class exercise facilities. Climb our rock wall, or participate in one of hundreds of health or fitness classes.

Discovery and fun . Stroll through historic sculptures, trails, and museums. Create an avatar and participate in virtual reality adventures or join one with fellow staff on Stanford vacations!

Enviable resources. We offer free commuter programs and ridesharing incentives. Enjoy discounts for computing, cell phones, outdoor recreation, travel, entertainment, 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 stanfordelr@stanford.edu . 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.

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