What are the responsibilities and job description for the Executive Assistant, Office of the President position at Lucile Packard Foundation for Children's Health?

ABOUT THE FOUNDATION

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.

MAIN FOCUS : D edicated executive-level administrative and special project support for the Foundation’s President & CEO and Office of the President.

LOCATION : Palo Alto, CA (hybrid); the successful candidate for this role will be based in the Bay Area. The Executive Assistant is a hybrid role, meaning the successful candidate will work in the office as business requires and an average of three (3) days a week.

WHAT YOU'LL DO...

Joining us as the Executive Assistant in the Office of the President means diving into a dynamic role where you'll provide dedicated executive-level administrative and special project support for our Foundation’s President & CEO and the Office of the President. Reporting to and collaborating closely with the Chief of Staff, you'll be a key player in ensuring the President & CEO is as effective as possible with internal and external stakeholders.

You must anticipate and accommodate the unique and frequently evolving preferences and requirements of each donor, staff member, board member, and external stakeholder with whom the President & CEO interacts. You must possess the finesse to surprise and delight while ensuring every interaction is characterized by the bespoke and exceptional service that mirrors the standards expected of the President & CEO.

This is the role for you if you thrive in a high-impact environment that requires balancing competing needs and priorities of many stakeholders while also moving small tasks forward with an inordinate attention to detail.

The compensation range for this role is $111,000 - $136,000 annually.

Application Review Date

Applications will be reviewed on a rolling basis until March 24, 2025.

YOU'LL BE RESPONSIBLE FOR...

Managing the complex calendars of the President & CEO and Chief of Staff, including scheduling, travel, and other logistics; handling unplanned changes with ease and finesse.
Supporting the President & CEO’s relationships : employees, top donors, board members. Maximizing the employee experience and supporting top donor relationships by meticulously analyzing and managing the President & CEO's time and executing and driving activity on behalf of the President & CEO, including outreach, follow-up, and bespoke touches. Regularly interfacing with top donors, including members of the board.
Reading, routing, and responding to inbox correspondence on behalf of the President & CEO, supporting smooth and timely information flow.
Preparing and executing executive communications with donors, volunteers, employees, and other stakeholders, exercising the voice of the President & CEO and doing so in coordination with the Chief of Staff, gift officers, and other internal stakeholders.
Developing and collating daily materials for the President & CEO, ensuring her preparedness and punctuality for all engagements. This includes onsite and in-office staffing.
Providing basic IT support, including virtual meeting room set-up, and troubleshooting for the President & CEO’s office equipment and software.
Coordinating events, including at the private residence of the President & CEO.
Tracking all commitments of the President & CEO and see them through to completion, providing invaluable executive support.
Serving as a point person for internal and external questions and requests of the President & CEO, demonstrating your approachability and reliability.
Sourcing and recording donor and prospect data on behalf of the President & CEO and the Office of the President.
Processing expenses and reimbursements for the Office of the President, ensuring finances are handled with precision and in alignment with the budget.
Fostering a harmonious and efficient work environment through constant coordination and collaboration with the Chief of Staff and Deputy Chief of Staff.
Cross training and supporting administrative needs for the Foundation's board of directors, including scheduling.
Modeling a culture of service, professionalism, and continuous improvement in the Office of the President.
Undertaking other project coordination as assigned, including the allocation of discretionary funds.

YOU MUST HAVE...

A Bachelor’s degree or 5 years equivalent work experience

3 or more years of administrative experience supporting an executive

Experience prioritizing a leader’s calendar with ability to exercise judgement and make decisions based on rapidly shifting priorities

Experience working in a fast paced, often changing environment with efficiency and accuracy

Strong business acumen with exemplary writing and communication skills

Strong organization skills and systems thinking, and excellent attention to detail

Appetite for learning and using new technology

Demonstrated ability to exercise the highest level of discretion and confidentiality

Ability and willingness to work overtime, including evenings and weekends, as needed

Demonstrated commitment to a diverse and inclusive work environment

IT'S AN ADDED PLUS IF YOU HAVE EXPERIENCE WITH...

Budgeting and expense management

Familiarity with nonprofits, science, healthcare, and / or fundraising

Experience with project management software, and donor-based database

Proficiency in Microsoft Suite, including Outlook, Teams, Forms, Word, Excel, and PowerPoint

Experience with Monday.com or other project management tools is highly desirable

Prior experience with a board of directors

Genuine interest in improving health and well-being for kids and families

An understanding of and experience with philanthropy

YOU'LL BE SUCCESSFUL IF YOU...

Relentlessly focused on the highest priorities while being meticulous about the small things

Value interacting with a wide range of stakeholders, including those that hold high levels of expectation, leadership, and / or influence

Skilled at graciously balancing competing needs and priorities of stakeholders

Joy in being able to surprise and delight others with high-touch custom or bespoke relationship management

Use technology and tools to gain efficiency

Able to follow through and track actions to completion with relative ease

Adapting positively to change and maintaining composure under pressure without making mistakes

Showing empathy, understanding, and awareness of others, fostering strong interpersonal relationships

Value collaboration, coordination, and transparency

Exceptional communication skills, both verbally and in writing, exercising discretion and upholding confidentiality when entrusted with sensitive information

Bring a high level of energy and enthusiasm to the role, inspiring others and contributing to a vibrant and positive workplace culture

Working at the Foundation

WE OFFER EXCELLENT BENEFITS & PERKS, INCLUDING…

Generous leave, including PTO, holidays, Summer Fridays, and a sabbatical (after 7 years of employment)

Annual bonus opportunity

Retirement plan employer match

Premium Medical and Dental coverage

FSA dependent care FSA

Employer-paid life insurance

Legal services plan

Commuter Benefits, including CalTrain “Go Pass” Program

4-week paid maternity and paternity leave for new parents

Stipend for home office and mobile phone

WE’RE DYNAMIC…

The Foundation is a dynamic organization in a rapidly changing industry. Therefore, the responsibilities associated with this position will evolve and grow in accordance with LPFCH's business needs and growth plans. More specifically, the incumbent may be required to perform additional and / or different responsibilities based on the future growth plans for the Foundation.

WE STRIVE TO EMBODY OUR CULTURAL TOUCHSTONES…

Mission-first - We can never lose sight of why we exist and who we are here to serve.

Good of the whole - We share responsibility for overall results, think of what’s best for the team and organization, and act as responsible stewards of resources.

Bold and bendy - We’re unapologetically ambitious for our mission, creative, and take risks by trying new things.

Sweat the big stuff - We’re clear on our priorities, calibrating effort and resources to audience and impact : the higher the return, the greater the investment.

Make it happen - We’re focused on outcomes; only as much process as necessary to make good decisions and take action. Prepared with ideas and solutions for every challenge.

Community matters - We embrace and practice inclusion.

OUR COMMITMENT…

Our Foundation embraces all individuals and celebrates the unique differences each of us bring to our team and community. Our approach 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 a person’s identity, 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.

LI-Hybrid

The pay range for this role is :

111,000 - 136,000 USD per year(Palo Alto, CA )

PI264644463

Salary : $111,000 - $136,000

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