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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

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 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 not accepting applications.

To search for an open position, please go to http://LUCILEPACKARDFOUNDATIONFORCHILD.appone.com



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