At Houston Methodist, the Executive Assistant position is a highly skilled professional responsible for maintaining an executive's schedule and assists in planning appointments, board meetings, conferences etc. This position supports executives in performing many high-level clerical and administrative tasks, including managing information technology, making travel arrangements, scheduling meetings and creating presentations or proposals. The Executive Assistant position 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 an organization's confidential information, communication and information management, and managing department supplies, and events. The Executive Assistant takes on increasingly more responsibilities, providing high-level administrative support by conducting research, preparing statistical reports, and handling information requests and may include project research. This 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 and medical staff and possesses excellent communication skills, representing their executive.
This Executive Assistant role will provide administrative support to two VP level executives in Marketing & Communications. They will attend key meetings and support key department level needs including submitting invoices for the department, components of onboarding new employees and managing department-wide contact information and distribution lists. These responsibilities help ensure efficient department operations and support effective communication across the team.
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’ secretary experience with three years’ supporting senior management; may consider internal candidates with four years’ experience in progressively higher-level leadership support
SKILLS 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
Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
Exhibits attention to detail and critical thinking skills
Ability to create graphs and spreadsheets
Possesses excellent organizational skills
Ability to take and transcribe dictation is preferred
Demonstrates ability to work alone and 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 Maintains assigned executive calendar(s). Schedules/coordinates meetings, conferences and Teams/WebEx/conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment.
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…