Executive Assistant

Executive Assistant – 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, and other business events. The role supports executives in 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 position is responsible for handling highly confidential documents, protecting the organization’s confidential information, communication, and information management, and managing department supplies and events. The Executive Assistant takes on increasingly complex responsibilities, providing high‑level administrative support by conducting research, preparing statistical reports, and handling information requests, and may include project research. The 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 to medical staff, and possesses excellent communication skills, representing their executive. FLSA Status Non‑exempt Qualifications 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. Experience: Five years of secretary experience with three years supporting senior management; may consider internal candidates with four years of progressively higher‑level leadership support. Skills and Abilities Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through ongoing skills, competency assessments, and performance evaluations. Proficient in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security. Effectively communicates with patients, physicians, family members, and co‑workers in a manner consistent with a customer service focus and application of positive language principles. Prioritizes, frequently and quickly shifts tasks, and adapts to a rapidly changing environment. Exhibits attention to detail and critical thinking skills. Creates graphs and spreadsheets. Possesses excellent organizational skills. Preferred ability to take and transcribe dictation. Demonstrates ability to work alone and with a team. Uses personal computer and related software (Microsoft Word, Excel, PowerPoint, Access, Outlook, Publisher). Proficient in spelling, punctuation, grammar, and other English language skills. Essential Functions People Essential Functions Maintains assigned executive calendar(s). Schedules and coordinates meetings, conferences, 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 such as mitigation of conflict, leading 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 scores for employee engagement. Service Essential Functions 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 Essential Functions Ensures documentation (agendas, minutes, presentations, etc.) is complete, timely, accurate, and in accordance with standards and policies. Handles highly confidential documents, protecting the organization’s confidential information and communication. Performs data monitoring and maintenance for the department with minimal supervision. Coordinates deadlines related to multiple reports and presentations. Organizes and expedites the flow of work through the executive offices to assist in alleviating the executive workload. Participates in performance improvement activities to support department/entity goals. Finance Essential Functions Self‑motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members. Assists in the preparation and tracking of the annual operating budget. Initiates office equipment service calls (copy machine, fax machine, printers, etc.) and follows up to ensure required maintenance and repairs are performed in a timely manner. Growth/Innovation Essential Functions Identifies and assumes responsibility for own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates a My Development plan on an ongoing basis. Ensures own career discussions occur with appropriate management. Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments. Supplemental Requirements Work Attire: Uniform: No; Scrubs: No; Business professional: Yes; Other (department approved): No. On‑Call: On Call: No. Note that employees may be required to be on‑call during emergencies (disaster, severe weather events, etc.). Travel: May require travel within the Houston Metropolitan area: No. May require travel outside Houston Metropolitan area: No. Additional Notes Position may be required to be on‑call during emergencies (disaster, severe weather events, etc.) regardless of selection below. #J-18808-Ljbffr Houston Methodist