Executive Assistant Job at Houston Methodist in Houston
Houston Methodist, Houston, TX, United States, 77246
Overview
At Houston Methodist, the Executive Assistant position is a highly skilled professional responsible for maintaining an executive's schedule and assisting in planning appointments, board meetings, conferences, etc. This position 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 and keeps minutes; receives and screens phone calls and redirects them when appropriate. This role handles highly confidential documents, protects confidential information, manages communication and information, and manages department supplies and events. The Executive Assistant takes on increasing responsibilities, providing high-level administrative support by conducting research, preparing statistical reports, and handling information requests, and may include project research. This position reports to a Vice President, Senior Vice President, or Medical Director and interacts with all levels of the organization, from front-line clerical and clinical personnel and medical staff, while exhibiting excellent communication skills on behalf of the executive.
Responsibilities
Maintains assigned executive calendar(s). Schedules/coordinates meetings, conferences and Teams/WebEx/conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule changes prior to meetings or appointments.
Meets with individuals, special interest groups and others on behalf of executives, committees and Boards of Directors.
Role models healthy relationships in the work environment, mitigates conflict, leads problem solving and resolution efforts. Provides proactive and creative recommendations on how to meet goals and handle identified risks and deviations. Recommends initiatives to improve department engagement scores.
Service
Reads, sorts and analyzes incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports to determine significance and plan distribution. Composes, proofs, types, and distributes letters, memos, reports, spreadsheets, presentations and related outgoing materials.
Prepares agendas and makes arrangements for committee, board, and other meetings. Compiles, transcribes, and distributes minutes of meetings. Attends meetings to record minutes.
Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees and boards of directors.
Quality / Safety
Ensures documentation (agendas, minutes, presentations, etc.) is complete, timely, accurate, and in accordance with standards and policies.
Handles highly confidential documents, protects organizational information, and manages information. Performs data monitoring/maintenance for the department with minimal supervision. Ensures quality and timely execution of deliverables. Coordinates deadlines related to multiple deadlines, including reports and presentations.
Organizes and expedites the flow of work through the executive offices to assist in alleviating executive workload. Participates in performance improvement activities to support department/entity goals.
Finance
Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Uses time efficiently and helps other team members.
Assists in the preparation and tracking of the annual operating budget. Initiates office equipment service calls and follows up to ensure maintenance/repairs are performed in a timely manner.
Growth / Innovation
Identifies and assumes responsibility for own learning needs and seeks continuing education opportunities. Updates My Development plan on an ongoing basis. Ensures career discussions occur with appropriate management.
Offers innovative solutions through participation in performance improvement projects. Follows up on action items to ensure completion of assignments.
This job description is not intended to be all-inclusive; the employee will also perform other reasonably related duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as needed.
Education
High School diploma or equivalent education (examples include GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)
Secondary level education preferred
Work Experience
Five years' secretary experience with three years' supporting senior management; internal candidates with four years' experience in progressively higher-level leadership support may be considered
Licenses and Certifications - Required
N/A
Knowledge, Skills, and Abilities
Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through ongoing skills, competency assessments, and performance evaluations
Proficiency in speaking, reading, and writing English to perform essential functions, especially with regard to activities impacting patient or employee safety or security
Ability to effectively communicate with patients, physicians, family members and co-workers with a customer service focus and positive language principles
Ability to prioritize, shift tasks, and adapt to a rapidly changing environment
Attention to detail and critical thinking skills
Ability to create graphs and spreadsheets
Excellent organizational skills
Ability to take and transcribe dictation is preferred
Ability to work independently and with a team
Use of personal computer and software (Microsoft Office: Word, Excel, PowerPoint, Access, Outlook, Publisher)
Proficient in spelling, punctuation, grammar, and other English language skills
Supplemental Requirements
Work Attire
Uniform No
Scrubs No
Business professional Yes
Other (department approved) No
On-call
*Note that employees may be required to be on-call during emergencies (e.g., Disaster, Severe Weather Events, etc.)
On Call No
Travel
Travel specifications may vary by department
May require travel within the Houston Metropolitan area No
May require travel outside Houston Metropolitan area No
Company Profile
Houston Methodist Academic Institute oversees the Education Institute and Research Institute, including 772 faculty and 56,250 learners. The Academic Institute aligns our research and education initiatives in service to the clinical mission, providing solutions that answer the call for new technologies and skills our clinicians need for patient care.
Houston Methodist Education Institute coordinates our primary academic affiliation with Weill Cornell Medicine and other joint programs, including the Engineering Medicine Program at Texas A&M University Intercollegiate School of Engineering Medicine. The Education Institute also oversees continuing medical education and graduate medical education, and supports more than 1,000 trainees in residence for medical, nursing, allied health and research education programs.
Houston Methodist Research Institute supports research programs and infrastructure that enable faculty across the system to bring new scientific discoveries to patients as rapidly as possible through the full cycle of a cure from conceptual bench research, to prototyping and development, to clinical trials and FDA approval. The Research Institute supports more than 1,387 clinical research protocols and $70.3 million in extramurally funded translational research programs.
Houston Methodist is an Equal Opportunity Employer.