Executive Assistant, Office of the President

Executive Assistant, Office of the President

ABOUT THE FOUNDATION

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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 : Dedicated 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 an average of three (3) days a week in-office and whenever the President & CEO is onsite.

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 will be able to anticipate needs, understand the preferences of high-net-worth supporters, and deliver personalized service.

You must possess the finesse to surprise and delight, catering to the unique requirements of each donor, staff member, and stakeholder with whom the President & CEO interacts, ensuring every interaction is characterized by bespoke and exceptional service, mirroring 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.

YOU'LL BE RESPONSIBLE FOR...

Manage the complex calendars of the President & CEO and Chief of Staff including scheduling, travel, and other logistics;

handle unplanned changes with ease and finesse.

Maximize the employee experience and support 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 interface with top donors, including members of the board.

• Read, route and respond to inbox correspondences on behalf of the President & CEO, supporting smooth and timely information flow.
• Prepare and execute 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.
• Develop and collate daily materials for the President & CEO ensuring her preparedness and punctuality for all engagements.

This includes onsite and in-office staffing.

• Provide basic IT support and troubleshooting for the President & CEO’s office equipment and software.
• Coordinate events, including at the private residence of the President & CEO.
• Track all commitments of the President & CEO and see them through to completion, providing invaluable executive support.
• Serve as a point person for internal and external questions and requests of the President & CEO, demonstrating your approachability and reliability.
• Source and record donor and prospect data on behalf of the President & CEO and the Office of the President.
• Process expenses and reimbursements for the Office of the President ensuring finances are handled with precision and in alignment with the budget.
• Foster a harmonious and efficient work environment through constant coordination and collaboration with the Chief of Staff and Deputy Chief of Staff.
• Cross-train and support administrative needs for the Foundation's board of directors including scheduling.
• Model a culture of service, professionalism, and continuous improvement in the Office of the President.
• Undertake other project coordination as assigned, including the allocation of discretionary funds.

YOU MUST HAVE...

• 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 make judgement calls and 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 and project management skills, 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...

• Budget and expense management
• Familiarity with nonprofits, science, healthcare, and / or fundraising
• Experience with project management software, and donor-based database
• Proficient in Microsoft Suite, including Outlook, Teams, Forms, Planner, Word, Excel, and PowerPoint
• 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...

• Relentless focus on the highest priorities while being meticulous about the small things.
• Values interacting with a wide range of stakeholders, including high-net-worth people and people with high expectations.
• 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.
• Adapts positively to change and maintains composure under pressure without making mistakes.
• Shows empathy, understanding, and awareness of others', fostering strong interpersonal relationships.
• Values collaboration, coordination, and transparency.
• Exceptional communication skills, both verbally and in writing, exercising discretion and upholding confidentiality when entrusted with sensitive information.
• Brings 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

• Generous leave, including PTO, holidays, Summer Fridays, and a sabbatical (after 7 years of employment)
• Annual bonus
• Retirement plan + employer match
• Premium Medical and Dental coverage
• Employer-paid life insurance
• Legal services plan
• 4-week paid maternity and paternity leave for new parents
• Stipend for home office and mobile phone
• If remote, frequent opportunities to visit our beautiful HQ in Palo Alto

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.

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 diversity and practice inclusion.

Our Foundation embraces all individuals and celebrates the unique differences each of us bring to our team and community.

Our approach to fostering diversity, equity, inclusion, and belonging 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 race, gender, 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.

LI-Hybrid

The pay range for this role is : 111,000 - 136,000 USD per year (Palo Alto, CA)

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