What are the responsibilities and job description for the Executive Assistant position at Houston Methodist?
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.
EDUCATION
EXPERIENCE
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
EXPERIENCE
SKILLS AND ABILITIES
ESSENTIAL FUNCTIONS
PEOPLE ESSENTIAL FUNCTIONS
SERVICE ESSENTIAL FUNCTIONS
QUALITY/SAFETY ESSENTIAL FUNCTIONS
FINANCE ESSENTIAL FUNCTIONS
GROWTH/INNOVATION ESSENTIAL FUNCTIONS
SUPPLEMENTAL REQUIREMENTS
QUALIFICATIONSNon-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* No
- May require travel within the Houston Metropolitan area No
- May require travel outside Houston Metropolitan area 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.
TRAVEL**
**Travel specifications may vary by department**
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