Executive Assistant II to the CMIO (Chief Medical Information Officer)

1.0 FTE Full time Day - 08 Hour R2658105 Hybrid 108610058 Admin Chief Med Information Officer Other PALO ALTO, 300 Pasteur Dr, California

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Day - 08 Hour (United States of America)

This is a Stanford Health Care job.

The Executive Assistant to the Chief Medical Information Officer (CMIO) for Stanford Health Care supports an executive leader and team with broad responsibilities for Stanford Medicine. The CMIO is accountable for deploying and transforming health technologies to promote best clinical care by our clinicians and outcomes for the patients they serve. As primary liaison and first point of contact for the office of the CMIO, the Executive Assistant will directly contribute to the impact and success of the executive, team, and function through executive, staff, faculty, clinician engagements across the Stanford Medicine enterprise.

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.

Executive Assistants are only allocated to Executive Management positions (i.e., “C1” chairs). No more than one Executive Assistant is allowed for each Executive.

• Executive Assistant I positions are allocated only to Vice Presidents.
• Executive Assistant II positions are allocated only to “C-Suite” Executives (e.g., CFO, CIO, CMO, CSO, etc.).

Positions that provide administrative support to directors or managers or additional positions supporting Executives directly or indirectly are excluded from this job classification.

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 …