Executive Administrative Assistant

Job Summary This role will support at least two Vice Presidents. It will be responsible for performing administrative duties and serving as a liaison between the executive and other staff to contribute to better organization and planning. Minimum Qualifications Education: None Licenses/Certifications: None Experience / Knowledge / Skills: Must have five (5) years of progressive experience as an administrative assistant with at least one (1) at the executive level. Ability to communicate clearly and professionally using excellent verbal and written communication skills with executives and others. Demonstrated ability to compose professional correspondence. Highly proficient in Microsoft Office suite (Excel, Word, Outlook, PowerPoint) including Workday, EPSI, ReportSafe, Vizio, and Director’s Desk. Ability to handle confidential and sensitive information and situations with the highest degree of integrity, confidentiality and professionalism. Demonstrated ability to work independently with minimum supervision using self‑initiative and discretion. Basic financial analysis understanding. Strong interpersonal skills, able to work as part of a team environment. Strong problem‑solving skills. Organizational and time‑management skills. Principal Accountabilities Arranges meetings as directed, including drafting agenda, arranging conference rooms, catering, reviewing attendance, drafting minutes, arranging follow‑up meetings, corresponding with attendees, and coordinating schedules. Uses independent judgement to prioritize duties, coordinate functions, review appropriate meeting attendees, and communicate to other executives on behalf of executive. Acts independently to run reports, draft and coordinate deliverables, answer questions from board members, community members and other executives. Performs general office duties such as answering phones, taking messages and greeting visitors, making travel arrangements and reservations as needed. Produces reports and information by transcribing, formatting, inputting, editing, retrieving and transmitting data, text and graphics as requested. Handles logistics for meetings and events, drafts agendas, prepares presentation materials, drafts minutes, and maintains and follows up on open action items. Works with the executive to ensure the executive is kept informed of upcoming commitments and responsibilities and follows up on action items. Anticipates executive needs regarding upcoming tasks and coordination with other departments. Proactively ensures that meeting materials are provided in advance and the executive is prepared for upcoming meetings and events. Stays in regular communication with executive to troubleshoot schedules, handle timely requests, and ensure time‑sensitive needs are addressed quickly. Assists in submitting travel expense reimbursements. Helps schedule speakers, book conference space and hotel accommodations, special activities/entertainment, etc. Performs special projects and assignments. Ensures the timeliness and proper distribution of reports, documents and communications. Ensures safe care to patients, staff and visitors; adheres to all Memorial Hermann policies, procedures, and standards within budgetary specifications including time management, supply management and quality of service. Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency; supports department‑based goals which contribute to the success of the organization; serves as preceptor, mentor and resource to less experienced staff. Demonstrates commitment to caring for every member of our community by creating compassionate and personalized experiences. Models Memorial Hermann’s service standards by providing safe, caring, personalized and efficient experiences to patients and colleagues. Other duties as assigned. Together, we’re creating an environment where exceptional care can flourish. It starts with you. #J-18808-Ljbffr