Houston Methodist is hiring: Executive Assistant in Houston

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The Executive Assistant position is a highly skilled professional responsible for maintaining an executive’s schedule and assisting in planning appointments, board meetings, conferences, and other critical activities. This role supports executives in performing many high‑level clerical and administrative tasks, including managing information technology, making travel arrangements, scheduling meetings, and creating presentations or proposals. The Executive Assistant attends meetings, takes minutes, screens phone calls, handles highly confidential documents, and manages department supplies and events. The position reports to a Vice President, Senior Vice President, or Medical Director and interacts with all levels of the organization, requiring excellent communication skills.

People Essential Functions

• Maintains assigned executive calendar(s). Schedules/coordinates meetings, conferences, Teams/WebEx calls, special events, appointments, and travel arrangements, keeping leaders informed of schedule changes.
• Meets with individuals, interest groups, and others on behalf of executives, committees, and Boards of Directors.
• Role models healthy relationships, mitigates conflict, leads problem solving, and provides proactive recommendations to meet goals and address risks.

Service Essential Functions

• Reads, sorts, and analyzes incoming correspondence, memos, emails, abstracts, protocols, and reports to determine significance and plan distribution.
• Composes, proofs, types, and distributes letters, memos, reports, spreadsheets, presentations, and related materials.
• Prepares agendas, arranges committee and board meetings, compiles, transcribes, and distributes minutes, and attends meetings to record minutes.
• Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees, and boards.

Quality/Safety Essential Functions

• Ensures documentation is complete, timely, accurate, and in accordance with standards and policies.
• Handles highly confidential documents and manages data monitoring/maintenance with minimal supervision.
• Coordinates deadlines related to multiple deliverables and supports performance improvement activities.

Finance Essential Functions

• Self‑motivated to manage time effectively and prioritize daily tasks.
• Assists in preparation and tracking of the annual operating budget and initiates office equipment service calls.

Growth/Innovation Essential Functions

• Identifies personal learning needs and seeks continuing education opportunities.
• Offers innovative solutions through performance improvement projects and follows up on action items.

This job description is not intended to be all‑inclusive; the employee may perform other reasonably related duties as assigned. Houston Methodist reserves the right to revise duties and responsibilities as needed.

Education

• High School diploma or equivalent (e.g., GED, homeschool equivalency).
• Secondary level education preferred.

Work Experience

• Five years of secretary experience, with three years supporting senior management; internal candidates with four years in progressively higher‑level leadership support may be considered.

Licenses And Certifications

• N/A

Knowledge, Skills, and Abilities

• Demonstrates essential skills and competencies for safe job performance.
• Proficiency in speaking, reading, and writing English, especially for activities affecting safety.
• Effective communication with patients, physicians, and staff, applying customer‑service focus.
• Ability to prioritize and shift tasks rapidly in a changing environment.
• Attention to detail, critical thinking, and graph/spreadsheet creation.
• Excellent organizational skills and ability to work independently and with a team.
• Proficient in Microsoft Office (Excel, PowerPoint, Access, Outlook, Publisher).
• Proficient in spelling, punctuation, grammar, and other English language skills.

Supplemental Requirements

• Uniform: No
  Scrubs: No
  Business professional: Yes
  Other (department approved): No

• On‑Call: Employees may be required to be on‑call during emergencies; On Call: No

• Travel: May require travel within the Houston Metropolitan area: No
  May require travel outside Houston Metropolitan area: No

Houston Methodist is an Equal Opportunity Employer.