Executive Project Administrator, People Operations

Company: Witt/Kieffer
Location: Palo Alto
Posted on: November 17, 2023

Job Description:

Executive Project Administrator, People Operations Main Focus Administrative and project management support of the People Operations initiatives. LOCATION Palo Alto, CA (hybrid); the successful candidate for this role will be based in the Bay Area. About the Organization The Lucile Packard Foundation for Children's Health, in partnership with Stanford Medicine and Lucile Packard Children's Hospital, unlocks philanthropy to transform health for children and families in Northern California - and around the world. Through fundraising and grantmaking, the Foundation drives scientific research, innovation, and policy change that will improve care, advance cures, and reform healthcare systems for this and future generations. Description WHAT YOU'LL DOThe Executive Project Administrator, People Operations will play a pivotal role in supporting and collaborating with the Chief People Officer. This individual will provide essential administrative and project management assistance for various people operations initiatives while also harnessing data analytics for informed decision-making. The role facilitates exceptional communication and works seamlessly with diverse teams and functions towards positive outcomes.YOU'LL BE RESPONSIBLE FOR---

• Serving as a strategic partner, proactively anticipating the needs of the CPO, formulating innovative ideas and solutions, and communicating effectively.
• Managing a diverse range of administrative and project management tasks, ensuring their smooth execution.
• Expertly navigating various systems, tools, and online platforms, offering recommendations aligned with business needs and enhanced functionality.
• Proficiently handling complex calendars and scheduling using tools like Outlook, Teams, and Microsoft products.
• Assisting the CPO to ensure their preparedness and punctuality for all engagements.
• Strategically planning, coordinating, and facilitating meetings, which may involve cross-functional teams, stakeholders, and external partners while maintaining strict confidentiality and timely communications.
• Crafting meeting agendas, memos, presentations, and efficiently managing information flow concerning deadlines and upcoming projects in support of the CPO.
• Enhancing CPO's meetings through comprehensive notetaking, information gathering, and meticulous tracking of action items.
• Establishing an organized file and document management system, including compilation, distribution, and secure storage.
• Offering valuable budgetary support and meticulously preparing expense reports to ensure financial transparency and efficiency. - Position Requirements YOU MUST HAVE---
  • Bachelor's degree or 4-5 years equivalent practical experience
  • 2+ years of administrative experience supporting an executive
  • Strong business acumen with exemplary editing and writing skills
  • Strong organization and project management skills, and excellent attention to detail
  • Excellent communication skills with ability to build strong relationships with both internal and external stakeholders
  • Strong aptitude for learning new technology
  • Demonstrated ability to exercise the highest level of discretion and confidentialityIT'S AN ADDED PLUS IF YOU HAVE EXPERIENCE WITH---
    • Human Resource regulations and hold a HR certification
    • HRIS and other HR related platforms or software
    • Prioritizing leaders' calendar with ability to make judgement calls and decisions based on rapidly shifting priorities
    • Working in a fast paced, often changing environment with efficiency and accuracy
    • Budget and expense management
    • Understanding how to optimize databases
    • Familiarity with nonprofits, science, healthcare and/or fundraising
    • Experience with Outlook, Teams, and Microsoft productsYOU'LL BE SUCCESSFUL IF YOU POSSESS THE FOLLOWING---
      • Project Management Excellence
        • Demonstrates a remarkable capacity for taking initiative and assuming ownership of tasks, even in the midst of ambiguity and shifting priorities, often requiring minimal supervision.
        • Proficient in the art of self-management, enabling the independent coordination and flawless execution of multifaceted projects.
        • Process Enhancement, Efficiency, Organization, and Meticulous Attention to Detail
          • Proactively adoption of technology to propose and implement innovative ideas for process refinement.
          • Proven track record of masterfully driving projects to their successful fruition.
          • A holistic systems thinker and process expert with a strong focus on solutions.
          • Adept at recognizing and implementing process enhancements.
          • Collaborative Vision and Proactive Initiative
            • Excellent communication skills that foster strong relationships with both internal and external stakeholders.
            • Exudes confidence when interacting with individuals at all levels within the organization, harmoniously collaborating with diverse teams.
            • Adaptive and Agile Professional
              • Quick learning ability, coupled with a purposeful approach to acquiring new skills and knowledge.
              • Exhibits the capacity to gracefully juggle multiple tasks simultaneously, adeptly pivoting as priorities evolve.
              • Proficiently thrives within high-paced, dynamic environments, executing tasks with efficiency and precision.
              • Resourceful Ingenuity
                • Inherently self-motivated and proactive, with an innate talent for effectively leveraging available resources and data.
                • Exemplary Communication Prowess
                  • Ability to communicate effectively on behalf of the CPO, demonstrating autonomy and ensuring timely, clear communications.
                  • Outstanding interpersonal and written communication skills.
                  • Sound Judgement and Decision Making
                    • Proficient in exercising discretion and upholding confidentiality when entrusted with sensitive information.
                    • A steadfast and reliable accountability partner, fostering trust and dependability in all assignments and decisions.Working at the FoundationWE OFFER EXCELLENT BENEFITS & PERKS, INCLUDING---
                      • Generous leave, including PTO, holidays, Summer Fridays, and a sabbatical (after 7 years of employment)
                      • Annual bonus
                      • Retirement plan + employer match
                      • Premium Medical and Dental coverage
                      • FSA + dependent care FSA
                      • Employer-paid life insurance
                      • Legal services plan
                      • Commuter Benefits, including CalTrain "Go Pass" Program
                      • 4-week paid maternity and paternity leave for new parents
                      • Stipend for home office and mobile phone
                      • If remote, frequent opportunities to visit our beautiful HQ in Palo AltoWE'RE DYNAMIC---The Foundation is 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.WE STRIVE TO EMBODY OUR CULTURAL TOUCHSTONES---Mission-first - We can never lose sight of why we exist and who we are here to serve.Good of the whole - We share responsibility for overall results, think of what's best for the team and organization, and act as responsible stewards of resources.Bold and bendy - We're unapologetically ambitious for our mission, creative, and take risks by trying new things.Sweat the big stuff - We're clear on our priorities, calibrating effort and resources to audience and impact: the higher the return, the greater the investment.Make it happen - We're focused on outcomes; only as much process as necessary to make good decisions and take action. Prepared with ideas and solutions for every challenge.Community matters - We embrace diversity and practice inclusion. - EOE Statement WE'RE COMMITTED TO DIVERSITY, EQUITY, INCLUSION AND BELONGING---
                        
                        Our Foundation embraces all individuals and celebrates the unique differences each of us bring to our team and community. Our approach to fostering diversity, equity, inclusion, and belonging is rooted in our cultural touchstones and inherent in our work to encourage every employee to bring their best, most authentic self to work and to provide each of them the opportunity to achieve their full potential.
                        
                        We envision a world where race, gender, resources, and other factors do not serve as barriers to attaining optimal health. We recognize that this vision requires the commitment and actions of everyone.
                        
                        To support this goal, we pledge to:
                        - Conduct ourselves in a manner that garners trust and respect from others.
                        - Foster a welcoming and supportive environment for our team members and community.
                        - Acknowledge and appreciate the dignity, expertise, experiences, and contributions of each other.
                        - Approach others with an open mind, compassionate heart, actively listening to their perspectives.
                        - Foster effective teamwork and encourage collaboration amongst our team and constituents.
                        
                        The Lucile Packard Foundation for Children's Health is an equal opportunity employer.
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Keywords: Witt/Kieffer, Palo Alto , Executive Project Administrator, People Operations, Other , Palo Alto, California