Share Email Opening Title Executive Assistant   Main Focus   LOCATION   About the Organization The Lucile Packard Foundation for Children's Health, in partnership with Stanford Medicine and Lucile Packard Children's Hospital, unlocks philanthropy to transform health for children and families in Northern California - and around the world. Through fundraising and grantmaking, the Foundation drives scientific research, innovation, and policy change that will improve care, advance cures, and reform healthcare systems for this and future generations.   Description As the Executive Assistant you will be principally responsible for the administrative support of the Foundation’s CEO/President and Chief of Staff. As a member of the President’s Office, you will manage the scheduling of the CEO/President, develop and prepare meeting materials, track the CEO/President’s commitments, correspond on behalf of the CEO/President, make travel arrangements, process expenses and reimbursements, enter and source donor data, and coordinate workflow to ensure the CEO/President and Chief of Staff are focused on the Foundation’s highest level priorities. You will report directly to the Chief of Staff. GENERAL POSITION DUTIES AND RESPONSIBILITIES Administrative Support for the President’s Office (80%): Maintains the calendar of the CEO, managing the allocation and prioritization of her/his time. Duties include scheduling meetings as well as time for productivity and strategic thinking, conferences and professional development, and travel (local and non-local). Scheduling duties require the coordination of calendars, tracking assignment and deliverables, timekeeping and punctuality, monitoring deadlines and understanding the priorities of the CEO. To a lesser degree, supports the Chief of Staff with calendaring needs. In partnership with the Chief of Staff, prepares the CEO for all activities including, but not limited to, events, meetings, donor visits, board meetings and presentations. These duties include compiling and preparing meeting materials daily, anticipating and calendaring time for preparation and debriefs, and arranging and confirming meeting logistics. Some activates might require the attendance or participation of the Executive Assistant. On behalf of the President’s Office, regularly corresponds with Foundation staff and 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. Manages the inbox of the CEO. Duties include reading and filing emails as well as responding to or draft email correspondences on behalf of the CEO. Leveraging access to the CEO’s inbox, the Executive Assist will contribute to the preparation of materials for events, meetings, donor visits and presentations. To a lesser degree, supports the Chief of Staff with inbox management. Prepares and processes the President’s Office’s expense reports and reimbursements. Recommends new approaches, procedures and processes to effect continual improvements in efficiency of the President’s Office. Takes responsibility for personal career development and seeks opportunities to enhance skills and knowledge of the position, President’s Office, the Foundation and Stanford Medicine enterprise. Undertakes special assignments and projects at the request of the CEO and Chief of Staff and provides necessary support on all President’s Office activities. Performs other related duties as assigned. Donor Relations (20%): Maintains the schedule of the CEO’s donor engagements. Coordinates calendars on behalf of the CEO, prioritizing donor activity. In partnership with fundraising team, compiles agendas, briefings, case for support materials and proposals for the CEO. Regularly tracks and records donor activities into the system of record on behalf of the CEO. Using the system of record, prompts donor outreach in support of the CEO’s fundraising priorities. Tracks the CEO’s top relationships, ensuring s/he maintains a regular cadence of outreach and communication. Performs other related duties as assigned. NOTE: The responsibilities associated with this position are subject to change based on the Foundation’s business needs and the changing needs of the CEO/President. 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 supporting senior executives 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: Demonstrates ability to exercise sound judgement when communicating or executing activities on behalf of others. Demonstrates ability to use discretion in handling sensitive and confidential information and, where applicable, complying with HIPPA regulations. Highly organized with meticulous attention to detail. Effective communicator who is professional and responsive and can communicate tactfully and efficiently with staff and stakeholders at all levels of the organization. Skilled at prioritization. Demonstrates ability to handle multiple projects simultaneously and balance competing priorities. Demonstrates resourcefulness and ability to take initiative to solve problems and make informed and sound decisions independently. Demonstrates coachability and willingness to follow direction. Proficient in Microsoft Suite, including Word, Outlook, Excel, Teams and PowerPoint. Understands, supports and models the Foundation’s core values. Demonstrates commitment to a diverse and inclusive work environment. Regular and predictable attendance is required. Ability and willingness to work overtime, including evenings and weekends, as needed. Preferred: Prior experience working in a fund-raising or nonprofit environment Regularly seeks feedback on performance and areas for growth Demonstrated ability to utilize and master technical tools that further and enhance productivity   EOE Statement WE’RE COMMITTED TO DIVERSITY, EQUITY, INCLUSION AND BELONGING… Our Foundation embraces all individuals and celebrates the unique differences each of us bring to our team and community. Our approach to fostering diversity, equity, inclusion, and belonging is rooted in our cultural touchstones and inherent in our work to encourage every employee to bring their best, most authentic self to work and to provide each of them the opportunity to achieve their full potential. We envision a world where race, gender, resources, and other factors do not serve as barriers to attaining optimal health. We recognize that this vision requires the commitment and actions of everyone. To support this goal, we pledge to: · Conduct ourselves in a manner that garners trust and respect from others. · Foster a welcoming and supportive environment for our team members and community. · Acknowledge and appreciate the dignity, expertise, experiences, and contributions of each other. · Approach others with an open mind, compassionate heart, actively listening to their perspectives. · Foster effective teamwork and encourage collaboration amongst our team and constituents. The Lucile Packard Foundation for Children’s Health is an equal opportunity employer.   Exempt/Non-Exempt Exempt   Full-Time/Part-Time Full-Time   RANGE   This position is currently not accepting applications. To search for an open position, please go to http://LUCILEPACKARDFOUNDATIONFORCHILD.appone.com WE ALSO RECOMMEND Other Jobs Within Same Category Executive Assistant, Office of the President in Palo Alto, CA Posted on: 2/26/2024 [Apply Now] Deputy Chief of Staff, Office of the President in Palo Alto, CA Posted on: 2/26/2024 [Apply Now] Executive Development Administrator in Palo Alto, CA Posted on: 2/13/2024 [Apply Now] Other Jobs Within 60 Miles Executive Project Administrator, People Operations in Palo Alto, CA Posted on: 4/8/2024 [Apply Now] Executive Development Administrator in Palo Alto, CA Posted on: 2/13/2024 [Apply Now] Executive Assistant, Office of the President in Palo Alto, CA Posted on: 2/26/2024 [Apply Now] Deputy Chief of Staff, Office of the President in Palo Alto, CA Posted on: 2/26/2024 [Apply Now] Associate Director, Major Gifts in Palo Alto, CA Posted on: 2/9/2024 [Apply Now] Follow us See who works here:

 

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