Executive Assistant (Executive Office Receptionist)

At Houston Methodist, the Executive Assistant position is a highly skilled professional responsible for maintaining an executive's schedule and assisting in planning appointments, board meetings, conferences, and related activities. This position supports executives with 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 and keeps minutes, receives and screens phone calls, handles highly confidential documents, protects organizational information, manages department supplies and events, conducts research, prepares statistical reports, and handles information requests. The position reports to a Vice President, Senior Vice President, or Medical Director and interacts with all levels of the organization while representing the executive with excellent communication skills.

Houston Methodist is one of the nation's leading health systems and academic medical centers, consisting of eight hospitals, a research institute, residency programs, international patient services, comprehensive care clinics, emergency care and imaging centers, and outpatient facilities throughout the Greater Houston metropolitan area. Houston Methodist is an Equal Opportunity Employer.

• High school diploma or equivalent education required.
• Secondary-level education preferred.
• Five years of secretarial experience, including three years supporting senior management; internal candidates may be considered with four years of progressively higher-level leadership support experience.
• Demonstrates the 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.
• Ability to prioritize, shift tasks quickly, and adapt to a rapidly changing environment.
• Attention to detail and critical-thinking skills.
• Ability to create graphs and spreadsheets.
• Excellent organizational skills.
• Ability to take and transcribe dictation preferred.
• Ability to work independently and 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.

• Maintain assigned executive calendars.
• Schedule and coordinate meetings, conferences, Teams, WebEx and conference calls, special events, appointments, and travel arrangements.
• Keep executives informed of schedule changes before meetings or appointments.
• Meet with individuals, special interest groups, committees, and boards of directors on behalf of executives.
• Role-model healthy workplace relationships, help mitigate conflict, and lead problem-solving and resolution efforts.
• Provide proactive and creative recommendations for meeting goals and managing risks and deviations.
• Recommend initiatives to improve department employee-engagement scores.
• Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports and determine appropriate distribution.
• Compose, proofread, type, and distribute letters, memos, reports, spreadsheets, presentations, and related materials.
• Prepare agendas and arrangements for committee, board, and other meetings.
• Compile, transcribe, and distribute meeting minutes and attend meetings to record minutes.
• Conduct research, compile data, and prepare papers for executive, committee, and board consideration and presentation.
• Ensure documentation, including agendas, minutes, and presentations, is complete, timely, accurate, and compliant with standards and policies.
• Handle highly confidential documents and protect organizational 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 and presentations.
• Organize and expedite workflow through executive offices to help alleviate executive workloads.
• Participate in performance-improvement activities supporting department and entity goals.
• Manage time effectively, prioritize daily tasks, and minimize incidental overtime.
• Assist with preparation and tracking of the annual operating budget.
• Initiate service calls for office equipment and follow up to ensure timely maintenance and repairs.
• Identify learning needs and pursue continuing education opportunities.
• Complete and regularly update the My Development plan and participate in career discussions with management.
• Offer innovative solutions through performance-improvement projects and follow up on action items to ensure assignment completion.