Executive Assistant to Executive Vice Presidents (EVP)

Job Title

Provides self-directed high-level administrative, planning, project, and staff help for an Executive Vice President.

Job Description

This role includes evaluating departmental operations, assembling background material, reports, and data for meetings and conferences. Establishes daily calendar priorities, screens requests, and schedules appointments. Works directly with senior management on special projects. Additionally:

• Provide executive-level administrative support to two Executive Vice Presidents, including the Chief Human Resources Officer and an additional Executive Vice President.
• Manage multiple executive priorities while maintaining a high level of discretion, professionalism, and confidentiality.
• Partner closely with executive leadership to coordinate calendars, communications, meetings, projects, and strategic initiatives.

Essential Functions of the Role

• Oversees and performs diverse administrative activities for the Executive Vice President. Manages, coordinates, and implements operations with discretion and judgment. Serves as a central liaison with other departments and external groups to resolve daily matters.
• Exclusively generates complex, detailed presentations and reports. Compiles reports and research showing progress, adverse trends, and appropriate recommendations or conclusions.
• Oversees the management of the Executive Vice President's calendar, including scheduling, rescheduling, and prioritizing as needed. Schedules and attends departmental senior leadership and staff meetings. Prepares agendas and makes arrangements for meetings.
• Screens inquiries and studies correspondence from the public and staff. Resolves distribution to the Executive Vice President or refers to other staff members or offices. Disseminates information to staff members. Sends notices for staff meetings, schedules rooms, and prepares meeting agendas and background materials.
• Prepares travel itineraries, arranges flight and hotel reservations, prepares expense reports, and submits reimbursement claims.
• Plans, coordinates, and executes visits of external corporate executives. Meets and greets executives, clients, and prospects in person and on the phone.
• Manages daily office activities, including purchase requests, answering phones, processing mail, and responding to inquiries. Takes meeting notes and implements office procedures and filing systems for greater efficiency.
• Supervises employees as needed, including work allocation, training, evaluation, and problem resolution. Recommends personnel actions like hiring, firing, and promotions.

Key Success Factors

• Knowledge of administrative practices and procedures.
• Knowledge of customer service methods and procedures.
• Verbal and written communication skills.
• Social skills to interact with a wide range of constituencies.
• Skill in using personal computers and related software like desktop publishing, project management, spreadsheets, and database management.
• Skill in organizing resources and establishing priorities.
• Ability to make unbiased administrative/procedural steps and judgments.
• Ability to interpret and implement policies and procedures.
• Ability to work in a team environment.
• Ability to train, motivate, evaluate, and supervise employees as required.
• This is a primarily onsite position requiring an in-office presence to effectively support executive leadership and business operations.
• Demonstrated success supporting senior executives in a fast-paced, high-visibility environment.
• Exceptional organizational, communication, and relationship-building skills with executive stakeholders.

Qualifications

• EDUCATION - Associate's or 2 years of work experience above the minimum qualification
• EXPERIENCE - 5 Years of Experience

Baylor University Medical Center