Chief Executive Assistant to the Office of the President

At Houston Methodist, the Chief Executive Assistant to the Office of the President position is a highly skilled professional responsible for performing complex assignments and supports the Office of the President & CEO (Chief Executive Officer) of Houston Methodist (HM). The position is responsible for high-level tasks, including managing the President's calendar, hospital network meeting schedules, board meetings and events, managing information technology output, making travel arrangements, prioritizing competing priorities, creating meeting prep materials, including briefing documents, and coordinating the creation of presentations and talking points. The Chief Executive Assistant to the Office of the President position is also responsible for making sure the President is fully prepared for all internal and external meetings. This position is responsible for managing all internal and external communications from the office of the President. The Chief Executive Assistant to the Office of the President position is highly visible to executives, leaders, the board, and key stakeholders and requires a strategic and detail orientated approach to communication and operational support. The Chief Executive Assistant to the Office of the President receives and handles inquiries, complaints, and requests related to HM activities and interests from department leadership, patients, employees, local and state officials, the media, and the general public. This position is responsible for handling highly confidential documents, protecting an organization's confidential information, communication and information management, and events. As the President has a participative role in community activities, this position acts as a liaison to internal and external contacts in a manner that promotes the professional image of HM and extension of executive leadership, interacting with all levels of the organization.

FLSA STATUS
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

• Seven years' experience supporting senior management with demonstrated ability to manage confidential and sensitive information

KNOWLEDGE AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
• Sufficient proficiency 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
• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
• Professional level verbal and written communications skills
• Ability to organize a daily workload by priorities, frequently and quickly shift tasks
• Must be able to meet deadlines in a fast-paced quickly changing environment
• Exhibits sound, good judgment and critical thinking skills
• Ability to create graphs and spreadsheets
• Possesses excellent customer service skills
• Ability to be versatile and adaptable to all situations
• Proactive approach to problem-solving with strong decision-making skills
• Ability to take and transcribe dictation is preferred
• Demonstrates ability to work alone or with a team
• Use of personal computer and related software (such as Microsoft, Excel and PowerPoint, Access, Outlook and Publisher
• Proficient in spelling, punctuation, grammar and other English language skills

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

• Serves as liaison in securing appropriate executive participation in required meetings and events. Receives and handles inquiries, complaints, and requests related to system activities from management, patients, employees, local and state officials, the media, and the general public. Gathers appropriate material from the executives and other administrative staff to respond to inquiries. Routes more complex inquiries along with support documentation to department leadership, as appropriate.
• Screens inquiries from employees, vendors, public officials, the media and the general public addressed to the President; gathers appropriate material from the President and other administrative staff to respond to inquiries and routes more complex inquiries along with support documentation to department leadership, as appropriate.
• Develops awareness of relationships with those who are our supporters/donors in patient settings as well as business/social events to better support the President. Maintains updated contacts in President’s Outlook and manages appropriate mailing lists.
• Organizes and expedites the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload. Proactively problem solves, anticipates needs, and manages multiple ongoing priorities. Provides reports to management on needs, issues to be addressed, and all important information necessary to ensure department success. Works collaboratively with stakeholders to foster a climate of open communication, problem-solving, mitigation of conflict and resolution efforts. Recommends initiatives to improve department scores for employee engagement.

SERVICE ESSENTIAL FUNCTIONS

• Provides proactive and creative recommendations on how to meet goals and handle identified risks and deviations. Ensures the President is fully prepared for all internal and external meetings which includes proactively reaching out to identify what materials are needed and coordinate with leaders and stakeholders to ensure the President has all relevant materials prior to the meeting. Manages all internal and external communications from the President. Sends all internal communications on behalf of the President, including collaborating with the PR team and appropriate stakeholders to send high-quality executive communications that are error free.
• Coordinates meeting arrangements including itineraries, and organization of meeting materials. Manages the President’s calendar which includes prioritizing, maintaining and controlling of office and hospital network meeting schedules according to President’s availability. Keeps the President informed of schedule change prior to meeting or appointment. Schedules/coordinates meetings, conferences, conference calls and virtual meetings, special events, appointments and keeps executive informed of schedule change prior to meeting or appointment.
• Reads, analyzes, and prioritizes incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution. Composes, proofs, types, and distributes letters, memos, reports, spreadsheets, presentations and related outgoing materials. Ensures a response is sent for all correspondence that requires a response, including letters from patients, employees and external stakeholders.
• Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees and boards of directors. Prepares agendas and makes arrangements for relevant meetings and organizes meeting materials. Organizes and expedites the flow of work through the executive offices in a timely manner to assist in alleviating the President’s workload. Manages scheduling requests to maintain required meetings (Boom Weekly meeting, retreats, staff, Director group, foundation events, and employee events).

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Ensures documentation (agendas, minutes, presentations, etc.), is complete, timely, accurate, and in accordance with standards and policies, in order to ensure a successful outcome. Participates in performance improvement activities to support department/entity goals.
• Provides leadership in improving operations and safety, working collaboratively with colleagues, encouraging accountability, and helping to investigate and solve workplace problems. Handles highly confidential documents, protecting an Houston Methodist's confidential information, communication and information management. Performs data monitoring/maintenance for the department with minimal supervision. Ensures quality and timely execution of deliverables. Coordinates deadlines related to multiple deadlines including but not limited to reports and presentations.
• Maintains credential licensing requirements required for medical staff and administrative memberships. Maintains an updated and current CV and biographical sketch. Coordinates with current clinical staff in scheduling patients who are members of physician’s practice.

FINANCE ESSENTIAL FUNCTIONS

• Assists in the preparation and tracking of annual operating budget. Efficiently and cost effectively schedules and coordinates travel arrangements. Initiates financial documentation and check requests as necessary on invoices, business expenses and other items requiring payment. Initiates office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
• Self-motivated to independently manage time effectively and prioritize daily tasks. Utilizes time efficiently and helps other team members.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments. Serves and actively participates on various committees as directed.
• Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the My Development plan (MDP) on an on-going basis. Ensures own career discussions occur with appropriate management.

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 (ie. Disaster, Severe Weather Events, etc) regardless of selection below.
  • On Call* Yes
  TRAVEL**
  **Travel specifications may vary by department**
  • May require travel within the Houston Metropolitan area Yes
  • May require travel outside Houston Metropolitan area Yes

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

• Seven years' experience supporting senior management with demonstrated ability to manage confidential and sensitive information