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Title

Executive Assistant 

About the Organization
At the Lucile Packard Foundation for Children's Health, we are a team of dedicated individuals with a shared commitment to helping kids and families live healthier lives.

We do this by:
• Fundraising for Lucile Packard Children's Hospital at Stanford and the maternal and child health programs of Stanford University School of Medicine.
• Raising awareness of children's health issues.
• Promoting a system of care that improves the lives of children with special health care needs and their families  
Description

The Executive Assistant provides administrative, clerical, and special projects support for the CEO/President and CEO’s Chief of Staff and Board Secretary. This position reports directly to the Chief of Staff and works on behalf of the CEO/President coordinating workflow, handling correspondences, overseeing and troubleshooting scheduling, entering and sourcing data, making travel arrangements, and planning and preparing materials for meetings. The position is also responsible for providing administrative and logistical support to the Foundation’s Board of Directors.

GENERAL POSITION DUTIES AND RESPONSIBILITIES

Administrative Support to the CEO and Executive Leadership:

  • Represents the CEO in a positive way within the Foundation, and in interactions with individuals and organizations external to the Foundation, including but not limited to, faculty and staff at Stanford University and the Lucile Packard Foundation Children’s Hospital.
  • Maintains the calendar of the CEO. Organizes and schedules the CEO’s meetings, conferences, and travel. Coordinates schedules, tracks delegated assignments, and monitors deadlines on behalf of the CEO. To a lesser degree, supports the Chief of Staff with scheduling.
  • Takes notes and keeps records of select meetings. Makes sure the CEO is as prepared as possible for meetings by making all necessary materials available in advance, confirming meeting logistics, and diligently managing her/his time.
  • Reads, sorts, and prioritizes the inbox of the CEO; assembles relevant information for correspondences, reports and meetings. Drafts and/or sends correspondences on behalf of the CEO.
  • Reviews, proofreads and/or verifies written materials and correspondence.
  • Composes and/or transcribes general correspondence, memos, talking points and briefings for the CEO, Executive Leadership and various publications. (i.e. contributes to the CEO Report shared with the Foundation and Hospital boards)
  • Prepares and processes expense reports on behalf of the CEO.
  • Undertakes special assignments and projects at the request of the CEO and Chief of Staff and provides necessary support on Executive Leadership activities.
  • Other duties as assigned by the CEO and Chief of Staff.

Board Relations:

  • Provides administrative and logistical support to the Foundation’s Board of Directors, including scheduling meetings and retreats, gathering and distributing board materials, taking minutes, tracking deliverables, updating the board website, and maintaining records for the full board and all the board committees.
  • Staffs board meetings and board committee meetings, as requested.
  • Liaises with the Board Director’s and Foundation’s administrative staff, as directed by the CEO and Chief of Staff.
  • Coordinates all communication with the Board of Directors on behalf of the CEO and Chief of Staff.

Donor Relations and Administrative Support:

  • Inputs donor information into the system of record on behalf of the CEO.
  • Gathers and shares insights to support the CEO’s donor engagement working with the system of record.
  • Organizes and schedules the CEO’s donor meetings. Coordinates schedules on behalf of the CEO. Complies and prepares agendas, briefings, case for support materials, and proposals, as requested.

Team Integrator:

  • Identifies systems, tools and processes for improvement and makes recommendations for change. Continually enhances personal productivity by learning and using the latest software tools.
  • Maintains positive working relationships with staff at all levels of the organization.

Other Responsibilities:

  • Understands, supports and models the Foundation’s Core Values at all times.
  • Takes responsibility for own career development and seeks opportunities to enhance skills and knowledge of the department and the Foundation.
  • Shows initiative to take on additional tasks, duties and assignments to ensure the department fulfills its responsibilities.
  • Recommends new approaches, procedures and processes to effect continual improvements in efficiency of department and services performed.
  • Performs other related duties as assigned.
  • Regular and predictable attendance is required.

NOTE: We are a dynamic organization in a rapidly changing industry. Therefore, the responsibilities associated with this position will change from time to time in accordance with LPFCH’s business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.

 
Position Requirements

EDUCATION, SKILLS AND EXPERIENCE

EDUCATION

Required:

  • Bachelor’s Degree or equivalent experience

SKILLS, EXPERIENCE AND JOB RELATED REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:

  • 5 years of relevant experience in a senior executive support position
  • Ability to exercise sound judgement in handling sensitive and confidential information with discretion while maintaining the highest level of confidentiality and complying with HIPPA regulations at all times
  • Skilled at balancing competing priorities; demonstrated ability to anticipate and prioritize tasks, organize and maintain workflow, and adhere to or create processes
  • Highly organized with meticulous attention to detail
  • High level of productivity and initiative
  • Ability to handle multiple projects simultaneously in a fast-paced environment
  • Excellent interpersonal skills and the ability to work effectively with staff at all levels of the organization
  • Excellent verbal and written communication skills, including ability to communicate directly and effectively with others
  • Professional and responsive demeanor: warm, unflappable, efficient and knowledgeable
  • Tactfulness, flexibility and willingness to collaborate with others
  • Ability to work independently as well as part of a team environment
  • Resilient and adaptable in the face of changing priorities
  • Ability to coordinate the preparation of printed and digital materials for meetings and publications
  • Ability to compose correspondence and utilize communication tools
  • Ability to use relevant data to analyze trends and elicit insights
  • Skilled as a resourceful problem-solver
  • Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint
  • Demonstrated ability to utilize and master technical tools that further and enhance productivity
  • Excellent interpersonal skills and the ability to work effectively with staff at all levels of the organization.
  • Ability and willingness to work overtime, including evenings and weekends, as needed
  • Ability to travel locally and long-distance travel, as required
  • Ability to exercise good judgment and independent thinking in decision-making
  • A positive, constructive attitude toward others and in situations, even in the face of adversity
  • Demonstrated commitment to a diverse and inclusive work environment
  • Genuine interest in improving the health and well-being of children

Preferred:

  • Previous experience working in a fund-raising or nonprofit environment
  • Prior experience in Raiser's Edge or another database software
  • Prior experience supporting a Board of Directors

Apply online by submitting a cover letter and resume.

 
EOE Statement We know that building a diverse and inclusive workforce is key to our success and enables us to do extraordinary work for kids and their families. When you become part of our team, you’ll be joining a group of passionate and dedicated individuals who truly care about and believe in the work they do.

We provide competitive compensation and a wide range of benefits designed to meet the needs of our employees and their families. We are strong supporters of work life balance.

The Lucile Packard Foundation for Children’s Health is an equal opportunity employer. Women, minorities, veterans and persons with disabilities are encouraged to apply.  
Exempt/Non-Exempt Exempt  
Full-Time/Part-Time Full-Time  

This position is currently accepting applications.

Apply Now



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