Apply on Employer Site

Stanford Health Care · 3 weeks ago

Executive Assistant I

Palo Alto, CA

Full-time

Hybrid

Mid, Senior Level

$45.94/hr - $59.73/hr

5+ years exp

Stanford Health Care is a leader in health innovation, and they are seeking an Executive Assistant I to provide comprehensive administrative support to Executive-level positions. This role involves managing day-to-day activities, coordinating special projects, and acting as the primary liaison for the executive office while maintaining confidentiality and professionalism.

Health CareHealth DiagnosticsHospitalMedicalPrimary and Urgent Care

Comp. & Benefits

H1B Sponsor Likely

Responsibilities

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

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

Qualification

Office managementMicrosoft Office SuiteAdministrative processesWord processingSpreadsheet applicationsTactDiplomacyIndependent judgmentMulti-taskingEffective communication

Required

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

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

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 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

Company

Stanford Health Care

Glassdoor4.0

Stanford Health Care is a healthcare center that treats cancer, heart disease, brain disorders, and primary care issues.

Founded in 1885

Palo Alto, California, USA

10001+ employees

https://stanfordhealthcare.org

H1B Sponsorship

Stanford Health Care has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (102)

2024 (74)

2023 (82)

2022 (55)

2021 (54)

2020 (67)