Chief Executive Assistant - Office of Chief Financial Officer

At Houston Methodist, the Chief Executive Assistant position is a highly skilled professional responsible for performing complex assignments and supporting an Executive Vice President in an administrative capacity. The role performs high-level tasks including managing information technology, making travel arrangements, and creating presentations or proposals.

The position maintains the Executive Vice President's schedule and plans appointments, board meetings, conferences, and other events. It receives and handles inquiries, complaints, and requests related to departmental activities from department heads, local and state officials, the media, and the general public.

The Chief Executive Assistant attends meetings and keeps minutes, handles highly confidential documents, protects organizational confidential information, and manages communications and information. As the executive has a participative role in community activities, this position acts as a liaison to internal and external contacts in a manner that promotes the professional image of Houston Methodist and extends executive leadership, interacting with all levels of the organization.

Houston Methodist is one of the nation's leading health systems and academic medical centers. The health system consists of eight hospitals, a research institute, a comprehensive residency program, international patient services, freestanding comprehensive care clinics, emergency care and imaging centers, and outpatient facilities.

• High school diploma or equivalent education.
• Secondary-level education preferred.
• Seven years of experience supporting senior management.
• Demonstrated skills and competencies necessary to safely perform the assigned job.
• Sufficient proficiency in speaking, reading, and writing English to perform essential job functions.
• Ability to communicate effectively with patients, physicians, family members, and coworkers using a customer-service focus and positive language principles.
• Professional-level verbal and written communication skills.
• Ability to organize daily workloads by priority and shift tasks quickly and frequently.
• Ability to meet deadlines in a fast-paced, quickly changing environment.
• Sound judgment and critical-thinking skills.
• Ability to create graphs and spreadsheets.
• Excellent customer-service skills.
• Versatility and adaptability in all situations.
• Proactive approach to problem-solving with strong decision-making skills.
• Ability to take and transcribe dictation preferred.
• Ability to work independently or as part of a team.
• Proficiency with personal computers and related software, including Microsoft Excel, PowerPoint, Access, Outlook, and Publisher.
• Proficiency in spelling, punctuation, grammar, and other English-language skills.

• Work collaboratively with stakeholders to foster open communication, problem-solving, conflict mitigation, and resolution.
• Recommend initiatives to improve department employee-engagement scores.
• Provide proactive and creative recommendations for meeting goals and handling identified risks and deviations.
• Maintain the assigned Executive Vice President's calendar and schedule or coordinate meetings, conferences, WebEx and conference calls, special events, and appointments.
• Keep the executive informed of schedule changes before meetings or appointments.
• Screen inquiries from employees, vendors, public officials, the media, and the general public; gather appropriate information and route complex inquiries with supporting documentation to department leadership.
• Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports to determine significance and distribution.
• Compose, proofread, type, and distribute letters, memos, reports, spreadsheets, presentations, and related materials.
• Prepare agendas and arrangements for committee, board, and other meetings.
• Record, maintain, and distribute minutes of executive and board meetings, and attend meetings to record minutes.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Ensure documentation, including agendas, minutes, and presentations, is complete, timely, accurate, and compliant with standards and policies.
• Handle highly confidential documents and protect organizational confidential information, communications, and information management.
• Perform departmental data monitoring and maintenance with minimal supervision.
• Ensure quality and timely execution of deliverables and coordinate multiple deadlines for reports, presentations, and other work.
• Organize and expedite workflow through executive offices to help alleviate the executive workload.
• Participate in performance-improvement activities supporting department and entity goals.
• Manage time effectively, prioritize daily tasks, use time efficiently, and assist other team members.
• Assist with preparation and tracking of the annual operating budget.
• Schedule and coordinate travel arrangements efficiently and cost-effectively.
• Initiate financial documentation and check requests for invoices, business expenses, and other payments.
• Initiate office-equipment service calls and follow up to ensure maintenance and repairs are completed promptly.
• Identify personal learning needs, pursue continuing education, and maintain an individual development plan.
• Ensure career discussions occur with appropriate management.
• Offer innovative solutions through performance-improvement projects and follow up on action items to ensure completion.