Executive Assistant II

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Day - 08 Hour (United States of America)

This is a Stanford Health Care Tri-Valley job.

Job Summary

The Executive Assistant-II (EA-II) is responsible for providing high quality administrative and clerical assistance as well as managing the office of the Executive. S/he serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive’s office. S/he also serves as a liaison to leadership teams and oversees special projects.  To be successful in this role, one must be creative and enjoy working within an environment that is mission-driven, results-driven and community oriented.

Essential Functions

The essential functions listed below are general examples and not a description of comprehensive duties.  Specific duties and responsibilities may vary depending on department or program needs without changing nature or scope of this position or level of responsibility.  May be asked to perform other duties as assigned. 

• Manages an extremely active calendar of appointments and events and prioritizing conflicting needs.  Arranges travel plans, itineraries, and agendas
• Prepares and completes the executive’s expense reports, including reconciling credit card and other statements
• Composes and prepares correspondences.  Manages phone calls and emails
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive’s time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive.  Determines appropriate course of action, referral, or response.
• Works closely and effectively with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Works on special projects as needed.
• Creates regular and ad hoc reports
• Facilitates internal communications – create, schedule and deliver presentations, distribute information.  Takes meeting minutes and publishes to meeting participants
• Responds promptly to the executive’s queries
• Suggests more efficient ways to run the office and troubleshoot malfunctions.  Reviews and recommends changes to processes and procedures
• Employee must perform all duties and responsibilities in accordance with the C-I-CARE Standards of the Hospital. C-I-CARE is the foundation of Stanford Healthcare – Tri-Valley’s patient-experience and represents a framework for patient-centered interactions

Job Qualifications

Education   

• High School graduate or equivalent required
• AA Degree preferred
• BA Degree desirable

Experience

• Demonstrated work experience as a Senior Executive Assistant, Executive Assistant or similar role

License/Certification

• Certified Administrative Professional desirable

Knowledge, Skills, and Abilities

• Advanced or expert proficiency with word processing, spreadsheets and databases. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media platforms.
• Excellent organizational skills with an ability to think proactively and prioritize work
• Ability to balance work across multiple priorities. 
• Excellent written and verbal communication skills - via phone, email and in-person
• Strong relationship building and interpersonal skills
• Ability to adapt to shifting priorities, demands and timelines
• Ability to solve technical and non-technical problems
• Knowledge of office procedures
• Familiarity with online calendars and cloud systems
• Experience exercising discretion and confidentiality with sensitive company information
• Ability to embrace change and view challenges as opportunities
• Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times

Physical Demand and Working Conditions

The Physical