What are the responsibilities and job description for the Executive Support Specialist position at Gulf Coast Blood?
Position Title: Executive Support Specialist
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Reporting to the Executive Support Manager, the Executive Support Specialist provides high-level administrative and operational support to executive leaders and their teams, ensuring seamless execution of priorities across the organization. This role combines traditional executive assistant responsibilities, flexible department-level support, and ownership of specialized operational areas that advance organizational effectiveness and governance. Specialists collaborate closely with each other, providing cross-coverage as needed to maintain uninterrupted support for leadership.
Just For You:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to operate a computer and other office machinery and remain in a stationary position. The employee must frequently lift and/or move up to 10 pounds. Employees are required to be familiar with and abide by the team lift requirements as specified in the Safety Program in an effort to prevent bodily injury and for the health and safety of others.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Who We Are:
Since 1975, Gulf Coast Blood has been one of the nation’s largest community blood centers, serving 170 hospitals across 26 counties. Headquartered in Houston, we support the world’s largest medical complex—the Texas Medical Center—while operating 18 donor centers and hosting more than 7,000 mobile blood drives each year. As an FDA-accredited nonprofit, we provide high-quality human cellular material for both scientific and therapeutic use.
Some Jobs Change Lives. Others Save Them.
Think you have what it takes to save lives with us? We want to hear from you.
EQUAL OPPORTUNITY EMPLOYER STATEMENT
Gulf Coast Blood is an Equal Employment Opportunity Employer. Qualified applicants for positions are considered without regard to race/ethnicity, color, religion, national origin, age, pregnancy, sex, sexual orientation, gender identity, transgender status, military status, protected veteran status, disability status, genetic testing results, or any other basis or characteristic prohibited by applicable law, statute, regulation or Executive Order.
Join our team of heroes!
Are you seeking daily adventure while advancing your career? Look no further.
Reporting to the Executive Support Manager, the Executive Support Specialist provides high-level administrative and operational support to executive leaders and their teams, ensuring seamless execution of priorities across the organization. This role combines traditional executive assistant responsibilities, flexible department-level support, and ownership of specialized operational areas that advance organizational effectiveness and governance. Specialists collaborate closely with each other, providing cross-coverage as needed to maintain uninterrupted support for leadership.
Just For You:
- Medical Center location with FREE parking.
- Career advancement.
- Engaging and exciting opportunity to SAVE LIVES.
- Embody our Core Values of Commitment, Integrity, and Respect
- Work to actively create experiences that inspire others to save lives, each and every day.
- Embrace doing it right, making connections, and creating desired experiences.
- Comply with all organizational policies and standards, including safety rules, and be willing to report actual and potential violations to the appropriate supervisor or manager.
- Provide comprehensive administrative support including calendar management, travel arrangements, expense processing, and meeting logistics for assigned executives.
- Prepare, proofread, and format correspondence, reports, presentations, and communications on behalf of executives.
- Coordinate logistics for in-person, virtual, and hybrid meetings, including space reservation, technology setup, and materials preparation.
- Manage confidential information and sensitive communications with discretion and professionalism.
- Serve as liaison between executive leadership, internal teams, and external stakeholders.
- Participate in cross-coverage for fellow specialists, ensuring continuity of support during absences.
- Oversee the Executive sponsor department-related purchasing activities and ensure proper reconciliation of expenses
- Manage timekeeping functions and generate reports to support departmental oversight
- Support client-facing systems and assist with service coordination as needed
- Additional duties as assigned.
- Provide tailored support to the executive’s immediate team or department, based on priorities established by the executive leader.
- Facilitate communication flow, scheduling, and coordination within the department.
- Assist in coordinating departmental projects, communication, and initiatives as directed.
- Lead and own a designated operational area aligned to organizational priorities. Examples include but are not limited to:
- Board and governance materials preparation and coordination.
- Corporate event planning and execution.
- Executive and CEO performance reporting, including metrics tracking and content development.
- Governance communications or committee coordination.
- Maintain consistency in formatting, branding, and documentation standards across all executive communications and materials.
- Establish and maintain organized systems for document management, version control, and knowledge sharing.
- Support other projects and assignments as delegated by the executive leader or the Manager of Executive Support.
- Proactively identify opportunities for process improvement within administrative and governance support functions.
- Associate's degree or equivalent from an accredited two-year college or technical school or equivalent work experience.
- Strong written and verbal skills, business acumen, and a minimum of two years of executive assistance experience.
- Minimum of two years of Project management or planning experience. Project Management Certification (PMI) is a plus!
- Previous executive committee experience.
- Self-starter and professional decorum
- Exceptional computer skills. Proficient in Microsoft Office, Excel, and PowerPoint. Able to create databases, charts, spreadsheets (MS Project, Asana, Smartsheets).
- Exceptional attention to detail, quality, and accuracy.
- Ability to manage multiple projects and prioritize own work.
- Lean Six Sigma certification is a plus.
- Previous leadership experience is a plus.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to operate a computer and other office machinery and remain in a stationary position. The employee must frequently lift and/or move up to 10 pounds. Employees are required to be familiar with and abide by the team lift requirements as specified in the Safety Program in an effort to prevent bodily injury and for the health and safety of others.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Who We Are:
Since 1975, Gulf Coast Blood has been one of the nation’s largest community blood centers, serving 170 hospitals across 26 counties. Headquartered in Houston, we support the world’s largest medical complex—the Texas Medical Center—while operating 18 donor centers and hosting more than 7,000 mobile blood drives each year. As an FDA-accredited nonprofit, we provide high-quality human cellular material for both scientific and therapeutic use.
Some Jobs Change Lives. Others Save Them.
Think you have what it takes to save lives with us? We want to hear from you.
EQUAL OPPORTUNITY EMPLOYER STATEMENT
Gulf Coast Blood is an Equal Employment Opportunity Employer. Qualified applicants for positions are considered without regard to race/ethnicity, color, religion, national origin, age, pregnancy, sex, sexual orientation, gender identity, transgender status, military status, protected veteran status, disability status, genetic testing results, or any other basis or characteristic prohibited by applicable law, statute, regulation or Executive Order.