Job 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 Foundations 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 reopensexpected 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 Presidents 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 Presidents 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 & CEOs 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 & CEOs 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 & CEOs private residence

Good of theWhole (10%)

• Regularly convenes the Foundations 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 Presidents Office activities.
• Takes responsibility for personal career development and seeks opportunities to enhance skills and knowledge of the position, Presidents 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.

Job Type: Full-time

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