Houston Methodist is one of the nation’s leading health systems and academic medical centers. Houston Methodist consists of eight hospitals: Houston Methodist Hospital, its flagship academic hospital in the heart of the Texas Medical Center, and seven community hospitals throughout the greater Houston area. Houston Methodist also includes an academic institute, a comprehensive residency program, a global business division, numerous physician practices and several free-standing emergency rooms and outpatient facilities. Overall, Houston Methodist employs more than 27,000 employees and is supported by a wide variety of business functions that operate at the system level to help enable clinical departments to provide high quality patient care.
We are currently seeking to hire an Executive Assistant. In this role, you will be a highly skilled professional responsible for maintaining an executive’s schedule and you will assist in planning appointments, board meetings, conferences, etc. In addition, you will support 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 selected candidate will report to a Vice President, Senior Vice President, or Medical Director and interact with all levels of the organization, from front-line clerical and clinical personnel and medical staff and possesses excellent communication skills, representing their executive. You will take on increasingly more responsibilities, providing high-level administrative support by conducting research, preparing statistical reports, and managing information requests and may include project research.
RESPONSIBILITIES:
- Maintain assigned executive calendar(s)
- Schedule/coordinate meetings, conferences and WebEx/conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment
- Meet 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
- Provide proactive and creative recommendations on how to meet goals and handle identified risks and deviations
- Recommend initiatives to improve department scores for employee engagement on department scorecard
- Read, sort and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution
- Compose, proofs, types, and distributes letters, memos, reports, spreadsheets, presentations and related outgoing materials
- Prepare agendas and make arrangements for committee, board, and other meetings
- Compile, transcribe, and distribute minutes of meetings
- Conduct research, compiles data, and prepares papers for consideration and presentation by executives, committees, and boards of directors
- Ensures documentation (agendas, minutes, presentations, etc.), is complete, timely, accurate, and in accordance with standards and policies
- Handle highly confidential documents, protecting an organization’s confidential information, communication, and information management
- Perform data monitoring/maintenance for the department with minimal supervision
- Ensure quality and timely execution of deliverables
- Coordinate deadlines related to multiple deadlines including but not limited to reports and presentations
- Organize and expedite the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload
- Participate in performance improvement activities to support department/entity goals
REQUIREMENTS:
- College degree is preferred
- Five years of admin support experience with three years of supporting senior management
- 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
- Detail oriented
- Possess solid critical thinking skills
- Ability to create graphs and spreadsheets
- Excellent organizational skills
- Ability to take and transcribe dictation is preferred
- Demonstrated ability to work alone and with a team
- Proficient with Microsoft, Excel and PowerPoint, Access, Outlook, and Publisher
- Proficient in spelling, punctuation, grammar, and other English language skills