Executive Assistant II

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Day - 08 Hour (United States of America)

This is a Stanford Health Care job.

We are seeking a dynamic Executive Assistant II to support the Chief Human Resources Officer (CHRO) at Stanford Health Care in a pivotal role that involves working closely with executive leaders across the organization. In this critical position, you will provide high-level administrative support to the CHRO which includes attending board meetings and taking minutes, while also engaging in cross-functional collaboration and project management with executive teams.

Why Join Us: At Stanford Health Care, you will have the opportunity to work alongside visionary leaders and contribute to initiatives that impact healthcare on a global scale. We offer a collaborative and inclusive work environment, competitive compensation, comprehensive benefits, and opportunities for professional growth and development.

A Brief Overview

Executive Assistants I and II provide the full range of administrative assistance of considerable complexity, difficulty and sensitivity to Executive-level positions and independently plan, organize, and oversee the day-to-day activities of a Stanford Health Care Executive's Office, relieving the Executive of administrative detail, and acting as the primary liaison and first point of contact representing the Executive on all matters pertaining to the office.
The work is assistive in nature and focuses on extending the capabilities of Executives. Executive Assistants are delegated specific administrative responsibilities and maintain a confidential working relationship with the Executive supported. As the assistant to an SHC Executive, these positions have significant internal and external contacts at all organizational levels and require an advanced level of tact, diplomacy, and discretion. There is regular access to confidential and sensitive material. Leading other staff is often an integral component of the assignment.
Locations
Stanford Health Care
What you will do

• Receive and screen incoming calls and visitors; evaluate requests and inquiries; determine which are priority matters and alert the executive accordingly; make decisions to page or contact the executive at off-site locations in critical situations; make referrals to appropriate administrative staff or provide requested information as appropriate.

• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials based on instructions from the executive, agency activities, and the predetermined, ongoing priorities of the organization; resolve matters personally within parameters established by the executive, and forward materials to appropriate managers and staff for analysis and reply; follow up as required to ensure responses are timely and in conformance to established standards.

• Coordinate and facilitate the executive’s calendar to schedule appointments and engagements; arrange conferences, meetings and hearings for commissions, boards, or other bodies; make travel, lodging and meeting room arrangements including public address systems, teleconferencing, refreshments, and other amenities; ensure agendas, background information, minutes and other pertinent materials are prepared and distributed; maintain official records of such meetings in the form of tapes, minutes or other media.

• Compose correspondence and prepare administrative reports and/or financial records, relying on a variety of source material; respond to requests for information regarding programs and activities; provide administrative data, and communicate the activities, views, and commitments of the executive.

• Compile publications, newsletters, or informational pamphlets; determine appropriate layout and design. Work with authors to prepare charts or graphics to ensure optimum quality of final reproduction. Coordinate printing and distribution.

• Review, proofread and edit documents prepared for the executive’s signature; ensure work product quality and quantity control by reviewing documents, reports, forms, records, or other materials for content, completeness or accuracy; ensure proper grammar, punctuation, spelling and usage as well as appropriate distribution and archiving.

• Organize and maintain confidential records and files for the executive on computer or manual systems, including materials of a highly sensitive or complex nature, ensuring the security of such information; maintain filing systems.

• Maintains a variety of complex records on computer or manual systems, including materials of a highly sensitive or confidential nature; establishes and maintains filing systems.

• May serve as a lead-worker to subordinate personnel in the Executive’s office as assigned; assign, schedule, coordinate, and review the work activities of the clerical and/or administrative support staff to facilitate the adherence to and accomplishment of work objectives and ensure efficient and effective operation of the Executive’s office; make recommendations to hire or discipline incumbents or reassign duties to positions; provide input into performance evaluations; determine priorities and reassign work to meet those priorities or to complete large projects; provide orientation and training to new support staff members.

• Participate in development of the executive office budget; prepare narrative and statistical justifications in support of requests for additional funding; conduct research related to the cost, quality, applicability and effectiveness of new or improved office equipment and systems.

• Control accounts of the office by approving and submitting bills for payment or verification; order and maintain necessary office supplies.

• Perform specialized administrative duties required to support the specific responsibilities of the executive, using discretion to make judgments based on operating guidelines; plan, organize, coordinate and oversee special projects and assignments (e.g., event planning/coordination, department-wide activities, etc.) relative to the organization as requested by the executive.

• Maintain current knowledge of issues, problems, situations and activities of special interest to the executive regarding the organization as a whole and its divisions and programs; monitor media coverage and alert the executive to new developments or articles of interest.

• Represent the Executive in meetings as assigned.

• Perform other related and incidental duties as needed or required.

Education Qualifications

• High school diploma OR equivalent certificate (i.e., the California High School Proficiency Examination (CHSPE) or the General Educational Development (GED).

Experience Qualifications

• Five (5) years of related office administrative and/or secretarial experience, which must have included providing office support to management staff and administering or coordinating office services operations.

• Must have experience with Board Members, C-Suite Executives and building relationships with other Executive Assistants with daily interaction to schedule meetings

• Must have experience taking Meeting Minutes at Board Meetings

• Must have experience as an Executive Assistant supporting an Executive Level Leader

• Must have experience multitasking with heavy volume of meeting scheduling, emails, PowerPoint creation and Zoom scheduling, Zoom Set-Up and Zoom Breakouts

• Must have experience Event Planning, including Offsites and All-Hands Meetings

• Must have excellent listening, written and verbal communication skills

• Must be technically savvy with skills in Microsoft Office applications including MS Teams

• Must be highly organized with excellent responsiveness and follow-up

• Must have experience working in a highly confidential environment

• Must have polished and professional presence

• Strong team player; Willing to jump in wherever, whenever needed

• Prefer to have experience as an Executive Assistant to a Chief Human Resources Officer

• Prefer to have experience working in Human Resources

Required Knowledge, Skills and Abilities

• Knowledge of principles and practices of office management and organization.

• Knowledge of workflow, administrative processes, and operating procedures necessary to support the operations of an Executive office.

• Knowledge of and skill in advanced word processing, spreadsheet, email, presentation, and web content management software applications.

• Knowledge of English composition, spelling, grammar, and punctuation and basic mathematic principles.

• Proficiency in Microsoft Office Suite, including word processing, spreadsheet and presentation applications.

• Skill in keyboarding.

• Skill in interviewing inquirers, screening information, information control, consolidation and routing.

• Ability to foster pertinent, effective group communication.

• Ability to learn to interpret, apply and consolidate priority information and policies.

• Ability to implement a comprehensive administrative support program.

• Ability to use discretion and independent judgment in evaluating information of a sensitive and confidential nature.

• Ability to understand the ramifications of actions taken and information processed.

• Ability to use tact in dealing with staff, stakeholders, and the public and to maintain effective working relations and communications with others.

• Ability to independently prepare complete and concise reports and correspondence.

• Ability to effectively coordinate, perform, and complete multiple duties and assignments concurrently and in a timely manner.

• Ability to plan, direct, coordinate, and evaluate the work of others.

Licenses and Certifications

• None

These principles apply to ALL employees:
SHC Commitment to Providing an Exceptional Patient & Family Experience
Stanford Health Care sets a high standard for delivering value and an exceptional experience for our patients and families. Candidates for employment and existing employees must adopt and execute C-I-CARE standards for all of patients, families and towards each other. C-I-CARE is the foundation of Stanford’s patient-experience and represents a framework for patient-centered interactions. Simply put, we do what it takes to enable and empower patients and families to focus on health, healing and recovery.
You will do this by executing against our three experience pillars, from the patient and family’s perspective:

• Know Me: Anticipate my needs and status to deliver effective care

• Show Me the Way: Guide and prompt my actions to arrive at better outcomes and better health

• Coordinate for Me: Own the complexity of my care through coordination

#LI-RL1

Equal Opportunity Employer Stanford Health Care (SHC) strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, SHC does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity and/or expression, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements.

Base Pay Scale: Generally starting at $49.19 - $63.95 per hour

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training. This pay scale is not a promise of a particular wage.