Stanford Health Care Executive Assistant I - IT Services/Health Care (42480) in Palo Alto, California

Executive Assistant I - IT Services/Health Care (42480)

  • Job Type:Full Time

  • FTE/Bi-Weekly Hours:1.0/80

  • Shift:Days

  • Hours in Shift:8

  • Location:Palo Alto

  • Req:42480

Job Description

At Stanford Health Care, we collaborate and grow together. We work as one, across departments and disciplines, accomplishing more every day and furthering medicine through our combined efforts. We have been recently recognized in the top 10 on the U.S. News & World Report's Honor Roll of the best hospitals in the country, 2017 - 2018. We are proud to partner with some of the world's greatest companies in the Silicon Valley such as Apple, HP, Intel, Intuit, Oracle, eBay and Cisco to improve health care and health care delivery.

We are in search of a dynamic Executive Assistant to join our IT Services team!

In this role, you will provide a full range of administrative assistance of considerable complexity, difficulty and sensitivity to management and Executive-level positions. Your responsibilities will involve independently planning, organizing and overseeing the day-to-day calendar activities of Executive management team members while relieving the Executive of administrative detail. You will act as the primary liaison and first point of contact representing the Executive on all matters pertaining to the office.

Some Essential Functions of the role include and are not limited to the following:

-Coordinate and facilitate the executive's high-volume 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

-Assist in facilitating the on-boarding and off-boarding processes for employees; partner closely with other Digital Solutions teams and Human Resources to ensure employees' systems accesses, ordering of supplies, clearance of required processes, etc.

-Partner closely with other executive/administrative staff members for desk coverage as needed

-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

-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

-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

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

National recognition in 12 specialites.

Watch our stories

"We have a culture of patient care first here, one that speaks to our mission and our values: to care, to educate, and to discover."

Brian L.Unit EducatorBSN, CMS RN

Did you know?

196Stanford Health Care uses 196 solar panels, powering 17% of the hospital's electricity.

17In 2015, we had 17 dogs in our Pet Assisted Wellness (PAWS) Program.

8We're proud to work with 8 All-time Stanford Medicine Nobel Laureates.

1,592Stanford Health Care exhibits more than 1,592 original art pieces.


Minimum Requirements

Education: High School Diploma or equivalent certificate. An Associate's Degree and/or other college coursework is preferred.

Experience: Minimum of 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.

Preferred Experience: Minimum of 2 years of experience providing high-level administrative support within a complex work environment. Experience within a high-volume technology envioronment preferred. Health care technology experience preferred.

Knowledge, Skills & Abilities include and are not limited to the following:

-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 interviewing inquirers, screening information, information control, consolidation and routing.

-Ability to foster pertinent, effective group communication.

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

-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.