Executive Assistant

ABOUT THE ORGANIZATION 

The Lucile Packard Foundation for Children's Health is here to unlock philanthropy to transform health for all kids and families, in our community and around the world. We support child and maternal health programs at two world-renowned institutions, Lucile Packard Children's Hospital Stanford and the Stanford University School of Medicine.

The Foundation was established in 1997 as an independent public charity to ensure a continued source of dedicated funding and support for the health and well-being of children. The Foundation is the sole fundraising entity for the children's hospital at Stanford and maternal and child health programs at Stanford's School of Medicine. Philanthropy supports clinical care, research, innovation and education to improve the health of children and expectant mothers, locally and worldwide.

Our team is on a shared mission to:
• Fundraise to improve health outcomes and equitable access to excellent care for all kids and their families
• Advance equity and access to care for children with special health care needs

DESCRIPTION 

Join us on our mission to transform the lives of kids and families!

As the Executive Assistant in the Office of the President you will provide executive-level administrative and special project support for the Foundation’s President & CEO and Chief of Staff. Reporting to and partnering with the Chief of Staff, you will:

• Manage complex calendars, including scheduling meetings and travel
• Read, research and route inbox correspondences, and support executive communications
• Collaboratively develop and prepare materials
• Track on commitments of the President & CEO and Chief of Staff seeing them through to completion
• Serve as a point person for questions and requests of the President & CEOs and Chief of Staff
• Source and record donor and prospect data
• Process expenses and reimbursements
• Other project coordination as assigned

A successful Executive Assistant will be self-motivated, detail-oriented, resourceful and coachable. You will thrive working in a fast-paced, high-impact environment. You must possess the ability to complete high volumes of tasks with minimal guidance or supervision and deadline sensitivity.

Due to Covid-19, employees of the Foundation are currently working remotely. Once the Foundation office reopens—expected in the coming months— employees will transition to hybrid work. The Executive Assistant is eligible for hybrid work, meaning they are working in the office or in person whenever needed and on average of eight days a month. Note, the Foundation has a mandatory Covid-19 Vaccination Policy and all new employees must submit proof of their Covid-19 vaccination and booster vaccine at the time their employment commences. Alternatively, prior to commencing employment, new employees may request approval for accommodation for an exemption to the policy as permitted by law.

GENERAL POSITION DUTIES AND RESPONSIBILITIES

Key responsibilities include:

Executive support (65%)

• Represents the President & CEO and Chief of Staff in a positive way within the Foundation and in interactions with individuals and organizations external to the Foundation.
• Regularly corresponds and coordinates with stakeholders within the Foundation and across Stanford Medicine on behalf of the President & CEO and Chief of Staff.
• Provides sophisticated calendar management for the President & CEO and Chief of Staff. Organizes and schedules meetings, conferences, and travel. Coordinates complex schedules and logistics, plans for preparation and debriefs, tracks delegated assignments, monitors deadlines, and diligently manages their time. Some activities might require the attendance or participation of the Executive Assistant to take and distribute notes.
• Prepares the President & CEO and Chief of Staff with all necessary materials in advance of all meetings, events, and presentations.
• Reviews, proofreads and/or verifies all written materials and correspondence.
• Reads, sorts and prioritizes the inboxes of the President & CEO and Chief of Staff. Reviews, researches and routes all emails. Drafts and/or sends correspondences on behalf of the President & CEO and Chief of Staff to ensure that all incoming requests receive a personal reply or are directed to the proper individuals
• Composes and/or transcribes general correspondence, memos, talking points and briefings for the President & CEO, Chief of Staff, Leadership Team and various publications (i.e. CEO Report)
• Supports and, in some cases, directs internal communications (i.e. Town Halls)
• Prepares and processes the President’s Office expense reports and reimbursements.
• Serves as a point person for questions and requests of the President & CEO and Chief of Staff. Coaches others on President’s Office protocols, including materials, talking points, and President & CEO style-guide.
• Recommends new approaches, procedures and processes to effect continual improvements in efficiency in the President's Office.
• Liaises with the Foundation board and Board Relations team on board actions and deliverables, as directed by the President & CEO and Chief of Staff.
• Undertakes special assignments and projects at the request of the President & CEO and Chief of Staff and provides necessary support on Leadership Team activities.
• Other duties as assigned by the President & CEO and Chief of Staff.

Donor Relations (25%)

• Manages the President & CEO’s top relationships, ensuring a regular cadence of outreach and communication. Prompts, coordinates and drafts communications.
• Liaises directly with donors and prospects to make appointments and coordinates calendars on behalf of the President & CEO.
• Gathers and shares insights to support the President & CEO’s donor engagement, working with the database of record.
• Partners with revenue teams to develop and compile materials (i.e. agendas, briefings, case for support materials, proposals), calendar time for preparation and debriefs, and arranges and confirms logistics.
• Records donor activity into the database of record.
• Supports gift officers on bespoke donor stewardship on behalf of the President & CEO.
• Coordinates special events, including comprehensive planning of onsite events at the President & CEO’s private residence

Good of the Whole (10%)

• Regularly convenes the Foundation’s administrative team to lead peer-sharing and cross-training.
• Maintains positive working relationships with staff at all levels of the organization.
• Undertakes special assignments at the request of the President & CEO and Chief of Staff and provides necessary support on all President’s Office activities.
• 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.

NOTE: We are 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.

POSITION REQUIREMENTS 

EDUCATION AND EXPERIENCE

Required:

• Bachelor’s Degree or equivalent experience supporting senior executives.
• 7 years of relevant experience in a senior executive support position.
• Proficient in Microsoft Suite, including Outlook, Teams, Forms, Planner, Word, Excel, and PowerPoint.
• Demonstrated ability to handle sensitive and confidential information; experience exercising discretion while complying with HIPPA regulations preferred.
• Ability and willingness to work overtime, including evenings and weekends, as needed.
• Demonstrates commitment to a diverse and inclusive work environment.

Preferred:

• Prior experience working in a fund-raising or nonprofit environment.
• Prior experience with a Board of Directors.
• Prior experience in Raiser’s edge or another donor-based CRM.
• Genuine interest in improving health and well-being for kids and families.

SKILLS

Competencies the Executive Assistant must possess:

• Make it happen! | Demonstrated resourcefulness and ability to take initiative to do whatever is needed with a positive attitude. No task is too big or too small—does what needs to get done. Solves problems and makes informed and sound decisions independently—slays the obstacles! 
• Organized & accountable | Meticulous about the small things. Skilled at balancing competing priorities. Demonstrated ability to anticipate, track and prioritize tasks and deadlines with relative ease. Takes responsibility. 
• Resilient | Adaptable to urgent or emergent needs or changing priorities. Demonstrated ability to remain professional, responsive and unflappable in the face of adversity. 
• Collaborative | Works with and through others to get things done.   Shares and sources information. Total team player. 
• Communication | Demonstrated ability to communicate—verbally and in writing—professionally, tactfully and efficiently. Exercises sound judgement when representing or communicating on behalf of senior executives.  
• Open to feedback | Coachable and willing to follow directions.  Regularly seeks feedback on performance and areas for growth. Growth-mind-set approach.