Executive Assistant - Administration (1.0 FTE, Days)

Administrative Support

1.0 FTE, 8 Hour Day Shift

At Stanford Children's Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.

This paragraph summarizes the general nature, level and purpose of the job.

The Executive Assistant provides support for executive leadership and staff and handles administrative functions for the department. Responsibilities include performing various tasks in administrative support at the upper executive level. These tasks may include, but are not limited to, scheduling appointments and meetings, calendar maintenance for executive and departmental leadership, answering/screening/routing telephone calls, preparing expense reports, preparing/editing executive presentations, making travel arrangements, key records maintenance, compiling data for reports, administrative tasks associated with the budget process, mentoring the general administrative staff of the department/division, and other established general administrative requirements of the organization.

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned.

Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.

Must perform all duties and responsibilities in accordance with the hospital's policies and procedures, including its Service Standards and its Code of Conduct.

• Responsible for handling a wide range of administrative and executive support-related tasks that vary in complexity and sensitivity for executives and department leaders.

• Safeguards leaderships time/schedule by identifying their needs, prioritizing meetings by urgency, distributing time appropriately, and resolving calendar conflicts. Schedules meetings and manages executive calendar(s).

• Consults leaders on any priorities, statuses, and/or deadlines for pending issues.

• Anticipates the needs of executive(s) and proactively solve problems and/or independently handle issues. Preps/provides executives with consistent meeting reminders and details for each meeting.

• Act as the primary point of contact between executives and internal/external stakeholders, demonstrating professionalism and excellent communication skills.

• Manages meetings and organizes events including room scheduling, vendor liaison, organizing meeting/event materials, logistics for attendees etc.

• Composes and distribute correspondence (e.g., letters, memos, minutes, reports, presentations, forms, etc.). Develops, reviews, and edits presentation and documents; researches and analyzes any relevant document or materials needed for the presentation and provides information to executives for decision making purposes.

• Attends leadership meetings - assist in meetings, prepares agenda, takes action items, meeting notes, and meeting timekeeper.

• Assists with complex and full travel management/planning including research options and book flights, car, hotel, passport/visa(s) if applicable, entertainment/dinners and ensures all itineraries and details are added to exec calendars/schedules. Ensures that all travel arrangement & travel accommodations follow department, and hospital policies.

• Works on special projects as assigned by leadership (i.e., Prepares PowerPoints, Reports, Research, Analytics etc. Prepares ad hoc reports, briefings, and meeting summaries for executive leadership through research, analysis, and consolidation of information.

• Meets and greets visitors and handle all logistics for VIP and Client visits.

• Screens incoming calls, messages, and mail for departmental staff. Relays information to appropriate individuals in a timely manner. Manages highly confidential and sensitive information.

• Delivers instruction and objectives from leadership to reporting staff as needed. Forwards and summarizes incoming information from other executives.

• Handles all facility and Information Services tickets based on departmental need.

• Monitors department budget and reconciles spending card accounts regularly in accordance to established policy.

• Maintain department records (Online & Physical) as applicable. Updates Department databases and recurring reports.

• Specific duties and responsibilities may vary depending on executive's area of operations and needs. Performs other duties as assigned.

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education: High School Diploma or GED equivalent required.

Experience: Four (4) years of directly related work experience required.

License/Certification: None required.

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.

• Ability to work on complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion and judgement, and make decisions within scope of work.

• Advanced general administrative skills/knowledge required at an upper executive level.

• Skill organizing work and performing general office and complex tasks.

• Skill working with all levels of stakeholders both internal and external.

• Ability to adapt to changing priorities.

• Ability to function effectively as a team player.

• Ability to maintain confidentiality.

• Ability to communicate effectively verbally and in writing.

• Ability to develop and maintain positive working relationships with coworkers.

• Ability to quickly learn department policies, procedures, goals, and services.

• Ability to field phone calls and answer questions.

• Knowledge of general office procedures, equipment and filing systems.

• Knowledge of standard business software: MS Office (Word, Excel, Access, PowerPoint, and Outlook) and Zoom.

Physical Requirements and Working Conditions

The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Pay Range

Compensation is based on the level and requirements of the role.

Salary within our ranges may also be determined by your education, experience, knowledge, skills, location, and abilities, as required by the role, as well as internal equity and alignment with market data.

Typically, new team members join at the minimum to mid salary range.

Minimum to Midpoint Range (1.0 FTE): $79,872.00 to $99,840.00

Equal Opportunity Employer