Executive Assistant

Join to apply for the Executive Assistant role at Houston Methodist

Come lead with us at Houston Methodist The Woodlands Hospital.

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 attends meetings, 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, which may also 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 to medical staff, possessing excellent communication skills and representing their executive.

Non‑exempt

• 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

• Five years’ secretary experience with three years’ supporting senior management; may consider internal candidates with four years’ experience in progressively higher‑level leadership support

• 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 Office, Excel and PowerPoint, Access, Outlook and Publisher)
• Proficient in spelling, punctuation, grammar and other English language skills

• Maintains assigned executive calendar(s). Schedules/coordinates meetings, conferences and Teams/Web Ex/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.

• 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…