Job description
JOB SUMMARY
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.
PRIMARY JOB RESPONSIBILITIES
Job responsibilities labeled EF capture those duties that are essential functions of the job.
PEOPLE - 25%
- Maintains assigned executive calendar(s). Schedules/coordinates 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. (EF)
- 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. 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 on department scorecard. (EF)
SERVICE - 25%
- 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. (EF)
- 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. (EF)
- Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees and boards of directors. (EF)
QUALITY/SAFETY - 25%
- Ensures documentation (agendas, minutes, presentations, etc.), is complete, timely, accurate, and in accordance with standards and policies. (EF)
- 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. (EF)
- 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. (EF)
FINANCE - 15%
- Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members. (EF)
- 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. (EF)
GROWTH/INNOVATION - 10%
- Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management. (EF)
- Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments. (EF)
This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.
EDUCATION REQUIREMENTS
- 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 REQUIREMENTS
- Five years' secretary experience with three years' supporting senior management; may consider internal candidates with four years' experience in progressively higher-level leadership support
- N/A
- 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
On-Call*
Note that employees may be required to be on-call during emergencies (i.e. Disaster, Severe Weather Event, etc.) regardless of selection above.
Travel**
May require travel outside
**Travel specifications may vary by department.
Please note any other special considerations to this job: __________________________
Company Profile:
Houston Methodist Baytown Hospital, located 35 miles southeast of Houston, is the area’s only full-service hospital offering specialized medical care for patients at every stage in life. Houston Methodist Baytown houses 226 operating beds, with 15 operating rooms and more than 1,700 employees. The hospital brings Texas Medical Center excellence and quality care close to East Harris and surrounding counties.
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