Executive Assistant - Pulmonary Medicine

Pulmonary medicine is looking for an Executive Assistant (EA) to perform highly responsible, complex and confidential administrative, and project work for the Department Chair, Center Medical Director, and provide general administrative departmental support as assigned by the Operations Manager. Execute complex administrative duties requiring a thorough knowledge of a wide range of regulations, policies, and procedures. This position requires independent judgment; strong interpersonal, communication and organizational skills; concurrent management of multiple projects; ability to prioritize functions; planning and coordination of special events; and directing program evaluation activities.

The ideal candidate is a highly organized and proactive administrative professional who excels in supporting faculty, managing complex calendars and compliance requirements, coordinating multidisciplinary programs and events, and ensuring departmental operations through strong communication, independent judgment and attention to detail.

The ideal candidate is a highly proactive and resourceful administrative professional who anticipates needs before they arise and takes initiative to address challenges with minimal direction. They demonstrate exceptional attention to detail and organization, ensuring accuracy and efficiency across complex, high-volume responsibilities. This individual excels in managing competing priorities, coordinating multifaceted projects, and maintaining strict confidentiality while supporting senior leadership. With strong communication and interpersonal skills, they foster seamless collaboration across teams and consistently deliver high-quality work that supports departmental operations and strategic goals.

This position requires onsite presence for the first 30 days to support training and acclimation, after which it will transition to a hybrid work model.

JOB SPECIFIC COMPETENCIES

Strategic Planning Support/Department Operations

• Provide high-level administrative support to Chair, Center Medical Director and administrative leadership team. Maintain confidentiality while performing sensitive responsibilities on behalf of Chair, Center Medical Director and administrative leadership team independent judgment.

• Coordinates complex assignments simultaneously; responds diplomatically to diverse constituencies, handles sensitive situations and information with discretion

• Manage complex calendars of Chair and Center Medical Director while appropriately communicating conflicts

• Maintain licensing for TMB, DEA, ACLS, BLS and other professional memberships

as needed. Provide Medical Staff Office with current licenses and update Teams database

• Prepare and coordinate travel within Concur and ensure timely submission of reimbursements and expense reports. This includes preparation of itinerary and all meetings associated with travel

• Submit and maintain appropriate leave within WebSchedule and tracking calendar; Also submits clinic requests and coordinate with clinical teams to ensure faculty administrative and clinical commitments don't overlap

• Create, edit, and format agendas, PowerPoint presentations, posters, and other materials.

*Oversight of monthly faculty meetings lead by Department Chair and high-level program activities. Provide advanced scheduling and coordination for meetings, classes, seminars, symposiums, workshops, and high-attendance institutional events. Coordinate travel arrangements for invited guests of the department & potential faculty recruits.

*Coordinate projects assigned by Chair, Center Medical Director, and administrative leadership; Manage general assignments and coordination of projects for program support

*Answers departmental main line; Screen & transfer calls using appropriate telephone etiquette; Responds to telephone information requests with courtesy, accuracy, timelines while maintaining confidentiality

*Provides cross coverage for departmental admin team as needed

*Organize and maintain departmental break room

Other duties as assigned

EDUCATION

• Required: High School Diploma or Equivalent

• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: 6 years Administrative/secretarial experience supporting a leadership/executive level position. or

• Required: 2 years Required experience with Bachelor's degree.

The University of Texas MD Anderson Cancer Center offers excellent tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state, or local laws unless such distinction is required by law.

Additional Information

• Requisition ID: 181153

• Employment Status: Full-Time

• Employee Status: Regular

• Work Week: Days

• Minimum Salary: US Dollar (USD) 53,000

• Midpoint Salary: US Dollar (USD) 66,000

• Maximum Salary : US Dollar (USD) 79,000

• FLSA: non-exempt and eligible for overtime pay

• Fund Type: Hard

• Work Location: Hybrid Onsite/Remote

• Pivotal Position: No

• Referral Bonus Available?: No

• Relocation Assistance Available?: No

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