Executive Administrative Assistant, Medical Research

Shriners Children’s is an organization that respects, supports, and values each other. Named as the 2025 best mid-sized employer by Forbes, we are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidence-based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience define us as leaders in pediatric specialty care for our children and their families.

All employees are eligible for medical coverage on their first day! In addition, upon hire all employees are eligible for a 403(b) and Roth 403(b) Retirement Saving Plan with matching contributions of up to 6% after one year of service. Employees in a FT or PT status (40+ hours per pay period) will also be eligible for paid time off, life insurance, short term and long-term disability and the Flexible Spending Account (FSA) plans and a Health Savings Account (HSA) if a High Deductible Health Plan (HDHP) is elected.

Additional benefits available to FT and PT employees include tuition reimbursement, home & auto, hospitalization, critical illness, pet insurance and much more! Coverage is available to employees and their qualified dependents in accordance with the plans. Benefits may vary based on state law.

The Executive Administrative Assistant, Medical Research provides primary support and assistance to the Vice President, Research Programs who is a member of the Executive Team and is responsible for the Department of Research Programs, the Research Advisory Board, and reports to the Executive Vice President. The Executive Administrative Assistant coordinates all official correspondence requiring the Vice President, Research Program’s approval and dissemination.

The Executive Administrative Assistant effectively manages multiple projects, programs and initiatives within the department as directed, understands the requirements of the other members of the department, and prioritizes allocation of the executive’s time when discerning scheduled events or meetings. The Executive Administrative Assistant will demonstrate willingness and ability to be flexible, function as a team player, multi-task, and prioritize assignments to meet time-sensitive deadlines.

The Executive Administrative Assistant demonstrates/exhibits excellent communication skills, verbal and written, as well as professional acumen in interpersonal interactions.

• Coordinates activities and scheduling of the Vice President, Research Programs.
• Assists with management and coordination of the proposal
  
  CENTRAL grants program.
• Prepares and reviews draft Hospital award letters.
• Coordinates grant review meetings.
• Monitors and assists with preparation of research department presentations.
• Assists and supports Vice President in document and correspondence editing and preparation.
• Manages agendas and tracks progress of action items to ensure timely completion.
• Prepares expense reports for timely submission.
• Coordinates Vice President’s professional memberships and meeting attendance.
• Provides support for research department conferences.
• Coordinates processing of applications for Scientific Staff.
• Works in Lawson for purchases of office supplies and research-related items.
• Uses Practice Manager to assign project numbers and enter documentation for clinical studies and other requests as directed.
• Supports Corporate Research Administrator in preparation and review of budgets in proposal
  
  CENTRAL, recruitment packages, and research equipment requests.
• Supports Departmental grant submission and processing activities.
• Coordinates travel for Vice President, Research Programs and others involved in research-related activities and events.
• Maintains global email distribution lists, and web sites as applicable.
• Creates and maintains working files on various subject matters and/or subcommittees.
• Proactively seeks opportunities to acquire additional knowledge and skills.
• Proficient in electronic programs, including Microsoft Office, Excel spreadsheets, proposal
  
  CENTRAL, accounting and PowerPoint to provide updated and accurate information.

This is not an all-inclusive list of this job’s responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.

• High School Diploma/GED

• 3 Years Administrative/Executive Assistant preferred
• 1 Year Administrative Experience in a Healthcare Setting preferred
• 3 or more years’ experience as a Senior Administrative Assistant preferred
• 1 or more years’ experience as a Senior Administrative Assistant specifically within a healthcare setting preferred
• Experience in customer service and service recovery principles preferred
• Experience and technical knowledge in data management and service request systems preferred