Administrative Assistant II - Executive Office (1.0 FTE, Days)
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.
Administrative Assistant to the Chief Strategy Officer and Vice President of Business Development and Innovation.
Job Summary: This position will provide high-level administrative support to Chief Strategy Officer and Vice President of Business Development and Innovation of Stanford Medicine Children’s Health/Lucile Packard Children’s Hospital. The position has direct contact and interaction with senior management, guests of the Executive Office, and the public. The ideal individual is creative, collaborative, highly organized and enjoys working in an environment that is fast-paced and mission-driven. This position reports to the Office Manager of the Executive Office.
The Administrative Assistant II completes a wide variety of administrative tasks for the executive leadership team including: managing complex calendars; preparing confidential correspondence; arranging detailed travel plans and itineraries; and preparing agendas and documents for recurring and ad hoc meetings. Additionally, the Administrative Coordinator reconciles and completes expense reports in a timely manner.
Under the direction of the Office Manager, the Administrative Assistant II also supports additional senior executives when coverage is needed, and helps organize and staff organization-wide events.
The Administrative Assistant II must demonstrate a high level of professionalism and cooperation, exercise good judgment and discretion in handling confidential and sensitive matters, and have the ability and knowledge to carry out their responsibilities independently and with minimal supervision from the supervisor. Previous experience interacting directly with executive leadership within a large, complex organization is highly desirable. This position requires high attention to detail; the ability manage several tasks simultaneously; excellent verbal and written communication skills; and advanced Microsoft Suite skills (especially, Word, Excel and PowerPoint). Additionally, this position is expected to handle matters expeditiously and proactively and follow through on projects to successful completion, often with deadline pressures.
- Complete ad hoc projects as assigned.
- Organize leader-led events such as retreats, team-building events, dinners, candidate interviews, and credentialing sessions.
- Serve as a liaison to senior management teams, boards of directors, and internal and external contributors and vendors.
- Represent the Executive Office by welcoming and greeting guests in person or on the phone.
- Screen and manage incoming/outbound calls; take and deliver accurate messages; respond to requests by gathering the necessary information.
- Prepare and submit expense reports.
- Arrange travel accommodations for executives.
- Prepare Word documents, Excel spreadsheets, PowerPoint presentations, reports, agendas, projects and other materials in support of the Executive Office.
- Oversee complex calendars of meetings and events.
- Support multiple executives through one-on-one working relationships.
This paragraph summarizes the general nature, level and purpose of the job.
The Administrative Assistant II handles all administrative functions for the department. Works on difficult assignments requiring considerable judgment in resolving issues or in making recommendations. Normally receives no instruction on daily work and is expected to determine methods and procedures on new assignments. Responsibilities will include, but are not limited to: maintaining departmental paperwork, typing various communications (e.g., memos, forms, letters, etc.), maintain office supplies, manage database and create reports, and maintain calendars and schedules.
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.
Maintain departmental paperwork, calendars, and schedules.
Composes correspondence (e.g., letters, memos, reports, forms, etc.).
Perform various clerical and support duties as needed (e.g., filing, photocopying, typing, assigned errands, etc).
Manages department processes (e.g., service agreements).
Manages department database updates or creation of monthly reports.
Maintains office supply levels and completes supply orders as needed.
Carry out ad hoc project with no direction.
Actively participates in departmental meetings to achieve desired hospital and department mission, values, and goals.
Screens incoming calls for departmental staff. Relays information to appropriate individuals in a timely manner.
May act as informal team leader.
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. College level work preferred.
Experience: 4 year of directly related work experience.
Knowledge, Skills, & Abilities
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.
Skills: Organizational and general office tasks.
Skill: Attention to detail and accuracy.
Knowledge of general office procedures, equipment and filing systems.
Basic knowledge of computer skills: MS Office (Word, Excel, Access, PowerPoint, and Outlook).
Ability to change priorities regularly.
Ability to speak, read, write, and understand English effectively at a level appropriate for the job.
Ability to function effectively as a team player.
Ability to communicate effectively to achieve and maintain positive working relationships with coworkers.
Ability to multi-task.
Skills: Customer service.
Ability to communicate effectively, both orally and in writing.
Ability to quickly learn department policies, procedures, goals, and services.
Ability to field phone calls and answer questions.
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.
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): $86,112.00 to $97,687.20
Equal Opportunity Employer