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Executive Assistant at Houston Methodist, Corporate - Josie Roberts

Executive Assistant at Houston Methodist in Corporate - Josie Roberts. Full-time. Est. up to $100k. Apply with swipeandhired.

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 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 in order to determine their significance and plan their 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 in order 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 an organization'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.

Organizes and expedites the flow of work through the executive offices in a timely manner 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 annual operating budget. Initiates office equipment (copy machine, fax machine and printers, etc.) service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates My Development plan on an on-going 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*
*Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Events, etc) regardless of selection below.

On Call* No

TRAVEL**
**Travel specifications may vary by department**

May require travel within the Houston Metropolitan area No

May require travel outside Houston Metropolitan area No

Work Shift :
1 - Day (United States of America)

Job Category :
Non-clinical

Houston Methodist is one of the nation’s leading health systems and academic medical centers. The health system consists of eight hospitals: Houston Methodist Hospital, its flagship academic hospital in the Texas Medical Center, seven community hospitals and one long-term acute care hospital throughout the Greater Houston metropolitan area. Houston Methodist also includes a research institute; a comprehensive residency program; international patient services; freestanding comprehensive care clinics, emergency care and imaging centers; and outpatient facilities. Come lead with us!
Houston Methodist is an Equal Opportunity Employer.