Executive Assistant

Executive Assistant

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.

Houston Methodist Standard

Refer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.

Provide personalized care and service by consistently demonstrating our I CARE values:

• Integrity: We are honest and ethical in all we say and do.
• Compassion: We embrace the whole person including emotional, ethical, physical, and spiritual needs.
• Accountability: We hold ourselves accountable for all our actions.
• Respect: We treat every individual as a person of worth, dignity, and value.
• Excellence: We strive to be the best at what we do and a model for others to emulate.

Practices the Caring and Serving Model

Delivers personalized service using HM Service Standards

Provides for exceptional patient/customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

Intentionally collaborates with other healthcare professionals involved in patients/customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience

Involves patients (customers) in shift/handoff reports by enabling their participation in their plan of care as applicable to the given job

Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

Responsibilities

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.

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.

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.

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

Work 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

License/Certification

Licenses and Certifications - Required

• N/A

Ksa/Supplemental Data

Knowledge, 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

Supplemental Requirements

Work Attire

• Business professional Yes

On-Call*

• On Call* No

Travel**

• May require travel within the Houston Metropolitan area No
• May require travel outside Houston Metropolitan area No

Company Profile

Houston Methodist Academic Institute (formerly the Houston Methodist Research Institute) was formed in 2004 to rapidly and efficiently translate discoveries made in the laboratory and the clinic into new diagnostics, therapies, and treatments. The research institute was created to provide the infrastructure and support for these endeavors, and to house the technology and resources needed to make innovative breakthroughs in important areas of human disease. A 540,000 square foot building dedicated to research and clinical trials, the