Executive Assistant

Stanford Medicine Children's Health•Palo Alto, CA

2d•$40 - $50•Onsite

About The Position

The Executive Assistant provides upper-level administrative and executive support to executive leadership, staff, and the department. The role handles varied tasks that may involve sensitive or complex matters, including executive and departmental calendar management, meeting and event coordination, correspondence and document preparation, travel planning, records maintenance, reporting, budget-related administration, and support for special projects. The Executive Assistant acts as a primary point of contact between executives and internal and external stakeholders, handles confidential information, and may deliver leadership instructions to reporting staff. Specific duties may vary according to the executive’s area of operations and needs.

Requirements

High school diploma or GED equivalent required.
Four years of directly related work experience required.
Advanced general administrative skills and knowledge at an upper executive level.
Ability to handle complex assignments, establish priorities with minimal direction, develop work methods, use initiative and discretion, and make decisions within the scope of work.
Skills in organizing work and performing general office and complex tasks.
Ability to work with internal and external stakeholders at all levels.
Ability to adapt to changing priorities and function effectively as a team player.
Ability to maintain confidentiality and communicate effectively verbally and in writing.
Ability to develop and maintain positive working relationships with coworkers.
Ability to learn department policies, procedures, goals, and services quickly.
Ability to field phone calls and answer questions.
Knowledge of general office procedures, equipment, and filing systems.
Knowledge of MS Office (Word, Excel, Access, PowerPoint, and Outlook) and Zoom.

Nice To Haves

College-level coursework preferred.

Responsibilities

Manage executive and departmental calendars, prioritize meeting requests, resolve scheduling conflicts, and provide meeting reminders and details.
Consult with leaders about priorities, statuses, and deadlines; anticipate executive needs and proactively address problems or issues.
Serve as a point of contact between executives and internal and external stakeholders, communicating professionally.
Coordinate meetings and events, including room scheduling, vendor liaison, materials, attendee logistics, agendas, notes, action items, and timekeeping.
Compose, distribute, develop, review, and edit correspondence, presentations, reports, forms, and other documents; research and analyze materials for executive decision-making.
Attend leadership meetings and provide meeting support, including preparing agendas, taking notes and action items, and keeping time.
Plan and manage executive travel, including researching and booking transportation and accommodations and arranging other itinerary details; ensure arrangements comply with department and hospital policies.
Complete special projects and prepare ad hoc reports, briefings, research, analytics, and meeting summaries for executive leadership.
Welcome visitors and coordinate logistics for VIP and client visits.
Screen calls, messages, and mail; route information promptly and manage confidential and sensitive information.
Deliver leadership instructions and objectives to reporting staff as needed and forward or summarize information from other executives.
Handle facilities and Information Services tickets according to departmental needs.
Monitor the department budget and regularly reconcile spending card accounts in accordance with established policy.
Maintain department records, update databases, and prepare recurring reports.
Perform other duties as assigned and comply with hospital policies, procedures, safety and quality programs, and applicable Joint Commission requirements.