Executive Assistant

At Houston Methodist, the Executive Assistant position is a highly skilled professional responsible for maintaining an executive's schedule and assisting in planning appointments, board meetings, conferences etc. This position supports executives in performing high-level clerical and administrative tasks, including managing information technology, making travel arrangements, scheduling meetings and creating presentations or proposals. This Executive Assistant role will provide administrative support to two VP level executives in Marketing & Communications. Work shift: 1 - Day (United States of America). Job category: Non-clinical. FLSA status: Non-exempt.

Responsibilities

Maintains assigned executive calendar(s); Schedules and coordinates meetings, conferences, special events, appointments and travel arrangements; Meets with individuals, special interest groups and others on behalf of executives, committees and Boards of Directors; Reads, sorts and analyzes incoming correspondence; Composes, proofs, types, and distributes letters, memos, reports, spreadsheets and presentations; Prepares agendas, attends meetings, and compiles, transcribes and distributes minutes; Conducts research, compiles data, and prepares papers for executives, committees and boards; Handles highly confidential documents and protects confidential information; Coordinates deadlines for reports and presentations; Assists in the preparation and tracking of annual operating budget; Initiates office equipment service calls; Provides administrative support to two VP level executives in Marketing & Communications; Submits invoices for the department; Supports onboarding of new employees; Manages department-wide contact information and distribution lists

Requirements

High School diploma or equivalent education; Five years' secretary experience with three years' supporting senior management (internal candidates with four years' experience in progressively higher-level leadership support may be considered); Sufficient proficiency in speaking, reading, and writing English; Ability to effectively communicate with patients, physicians, family members and co-workers; Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment; Attention to detail and critical thinking skills; Ability to create graphs and spreadsheets; Excellent organizational skills; Ability to work alone and with a team; Use of personal computer and related software (Microsoft Excel, PowerPoint, Access, Outlook and Publisher); Proficient in spelling, punctuation, grammar and other English language skills; Demonstrates the skills and competencies necessary to safely perform the assigned job

Nice to have

Secondary level education preferred; Ability to take and transcribe dictation is preferred