Executive Assistant and Assistant Board Secretary

Date Posted: 
Thu, June 25, 2020
Job Type: 
Full-time
Job Category: 
Job
Company Name: 
Lucile Packard Foundation for Children's Health
Company Information: 

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

Job Description: 

POSITION SUMMARY
As the Executive Assistant and Assistant Board Secretary you will be principally responsible for the administrative support of the Foundation’s CEO/President, Chief of Staff and Board Secretary, and Board of Directors. 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 and board data, and coordinate workflow to ensure the CEO/President and Chief of Staff are focused on the Foundation’s highest level priorities. In your role as the Assistant Board Secretary, you will coordinate all meeting logistics, prepare meeting materials, correspond with directors and take minutes for all board and committee meetings. You will report directly to the Chief of Staff.

GENERAL POSITION DUTIES AND RESPONSIBILITIES

Administrative Support for the President’s Office (55%):
• 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.

Board Relations (35%):
• Provides administrative and logistical support to the Foundation’s Board of Directors, including scheduling meetings and retreats, compiling and distributing materials, taking meeting minutes, maintaining the board website, and keeping accurate records of the board and its committees’ activities.
• Attends board meetings and board committee meetings, as requested.
• Prepares and processes expense reports and reimbursements on behalf of the board.
• Liaises with the board and Foundation’s administrative staff on board actions and deliverables, as directed by the CEO and Chief of Staff.
• Performs other related duties as assigned.

Donor Relations (10%):
• 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.

Qualifications: 

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
• Prior experience supporting a Board of Directors
• Regularly seeks feedback on performance and areas for growth
• Demonstrated ability to utilize and master technical tools that further and enhance productivity

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that are typical in our work environment (with or without accommodation) and may not apply to every position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is frequently required to sit, talk, and hear. The employee is frequently required to use head and neck in a static position, twisting, and looking in all directions to include up and down.

The employee is frequently required to stand, walk, use whole hand to include fine finger dexterity, reach with hands and arms and crouch.

The employee may occasionally be required to lift and move up to 25 pounds.

Specific vision abilities that may be required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Typical job duties that may require the above physical abilities include:

Conducting presentations while seated or standing, walking to meetings, sitting at a desk, participating in business conversations, filing or retrieving files, reports and books from desks, cabinets, overhead shelves and low drawers, opening and closing drawers, cabinets and doors, Using a mouse and keyboard, viewing screens and focusing between reading materials and the screen, engaging in business writing, reading business and science related materials, viewing visuals for meetings and interpreting report data by color, answering and operating a telephone manually or using a headset, operating business machines to include telephones, printers, copiers, mailing equipment.

WORKING ENVIRONMENT

The characteristics of the work environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee will be exposed to moderate to high stress levels associated with the performance of the job duties described above. There may be extended periods of computer and telephone use while performing job duties. Employee will be intermittently seated, standing and/or walking during the course of a normal business day. Some local travel using the employee’s own vehicle or other mode of transportation is required.

While the noise level in the work environment is usually low to moderate, as with most work environments employees will be exposed to routine office noise including office machines, phones, conversations between employees and/or constituents and visitors in the general office open spaces, offices, conference rooms, on phones and in break rooms.

As with any office environment, inside office temperatures may fluctuate and although we use Cal OSHA standards for temperature control, not all employees may find the temperature in their work area to be what they would prefer. Employees should dress appropriately for the temperature in their work area.

Our work environment consists of offices and cubicles, some of which are shared by two or more employees. Office and cubicle assignments change from time-to-time and employees should not have any expectation that any assignment is permanent.

***The above statements reflect the general details necessary to describe the principle functions of the position described and shall not be construed as a detailed description of all work requirements that may be inherent in the position. Other work may be assigned ***

The Lucile Packard Foundation for Children’s Health is an equal opportunity employer and as such is committed to equality of opportunity for all its employees. Reasonable accommodation will be considered for employees requiring such to perform the essential functions of this position.

How to apply: 

To apply, please visit https://bit.ly/2BBb830

City: 
Palo Alto
State: 
California