Job: Executive Assistant

Department: DGE – Global Ecology

Salary: TBD

Location: Stanford, California

Andrew Carnegie established a unique organization dedicated to scientific discovery “to encourage, in the broadest and most liberal manner, investigation, research, and discovery and the application of knowledge to the improvement of mankind …” The philosophy was and is to devote the institution’s resources to “exceptional” individuals so that they can explore the most intriguing scientific questions in an atmosphere of complete freedom. Carnegie and his trustees realized that flexibility and independence were essential to the institution’s success and that tradition is the foundation of the institution today as it supports basic scientific research. Learn more at https://carnegiescience.edu/why-carnegie.

About You:

Are you a highly skilled professional with meticulous attention to detail? Are you a renowned self starter with a passion for going above and beyond? Do you have amazing tech savviness with an ability to navigate technology like a pro? Do you possess a keen visual eye for aesthetics and know what just “looks good”? Can you track, organize, manage, and document details like a crime scene investigator? Then we just might have a job for you!

We are looking for a highly skilled administrative professional who is exceptionally detail-oriented, self-motivated, tech savvy, visually design conscious, and a superb communicator to provide high level administrative support to the Director of Global Ecology. 

What you will accomplish:

  • Provide a high level of collaborative professional support to the Director using independent judgment and discretion to ensure optimal work, confidentiality, and information flow.
  • Give general administrative support to the Director by managing schedules and calendars, making travel arrangements, and completing travel expense forms. Proactively monitor schedules to identify and resolve conflicts and inefficiencies.
  • Supply administrative support by arranging meetings, preparing and editing correspondence (some of which is confidential in nature), review and manage mail, file paper and electronic documents, and provide telephone support.  
  • Arrange additional support for the faculty through recruiting, job position searches, and shepherding committee members through the hiring process.
  • Maintain the Department of Global Ecology (DGE website) and edit presentation slides with a constant, hyper focus on textual and visual improvements.
  • Anticipate and create materials needed for Director meetings and presentations, initiate and answer correspondence within limits of authority, and research areas of interest for the Director as asked. 
  • Manage the Director so that they feel completely supported and relieved of the burden of administrivia. 

What you will bring:

  • A very high level of tech savviness, professional know-how, and first-class written and oral communication skills.
  • An outstanding sense of aesthetics for digital materials (flyers, emails, website, etc) and innate sense to know when something just “looks good”.
  • An ability to track and stay on top of things to ensure that “nothing falls through the cracks”.
  • A constant desire to look for ways to add value and contribute more rather than wait to be assigned tasks.
  • Reliability and responsibility: You never drop the ball, the buck stops with you, and you get things done when you say they will be done.
  • Superlative professionalism, tact, empathy, maturity, positivity, flexibility, openness, helpfulness, and good sense of humor.

What you will get:

An opportunity to receive great benefits and a competitive salary, have a flexible schedule, work in an academic environment on the Stanford campus, and work with a group of diverse, highly scientific people with a passion for science and humanity. This is the chance to work in a very non-hierarchical setting with folks who value and respect each other and are generally all working to safeguard the sustainability of our planet! 

Anticipated Hire Date:

This position will be filled as soon as the right candidate is found. In light of ongoing challenges associated with the pandemic, we will work with successful candidates to provide flexibility in start dates to accommodate individual needs and safety. Candidates may be appointed to work remotely for a limited time to accommodate challenges associated with the pandemic.

Application Documents & Submission: 

Applicants should submit (1) a cover letter with names of at least three references and (2) a curriculum vitae. Applications will begin November 4 and will continue until the position is filled. Questions about these positions can be addressed to Dr. Anna M. Michalak at dgepositions@carnegiescience.edu. All materials must be submitted through Carnegie’s online application portal: https://jobs.carnegiescience.edu/jobs/dge

Employer Information:

Employment offers are contingent upon successful completion of background checks. The Carnegie Institution for Science is an Equal Opportunity, Affirmative Action Employer. We are committed to creating a diverse, equitable and inclusive workplace where all employees can thrive. Carnegie Science does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.

The Carnegie Science Mission Statement:

Andrew Carnegie established a unique organization dedicated to scientific discovery “to encourage, in the broadest and most liberal manner, investigation, research, and discovery and the application of knowledge to the improvement of mankind …” The philosophy was and is to devote the institution’s resources to “exceptional” individuals so that they can explore the most intriguing scientific questions in an atmosphere of complete freedom. Carnegie and his trustees realized that flexibility and independence were essential to the institution’s success and that tradition is the foundation of the institution today as it supports basic scientific research. Learn more at https://carnegiescience.edu/why-carnegie.