Executive Assistant

The Department of Investigational Cancer Therapeutics conducts broad Phase 1 studies across disease boundaries and molecular targets. We strive to provide outstanding patient care while performing innovative Phase 1 trials with new drugs that may eventually improve the management of cancer.

The primary purpose of the Executive Assistant position is to act as an assistant to a Department Chair of clinical area. Coordinates administrative activities and impacts department efficiency.

The ideal candidate will have prior experience supporting faculty or executive-level leadership, a bachelor’s degree, and demonstrated expertise in administrative operations, calendar management, travel coordination, report preparation, and confidential communications. Strong organizational skills, professionalism, discretion, and proficiency with office technologies, including Microsoft PowerPoint, are highly desirable.

Minimum $25.48/hour — Midpoint $31.73/hour — Maximum $37.98/hour

Work Location:

Texas Medical Center

• Employer-paid medical coverage starting day one for employees working 30 hours/week, plus optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

• Handle incoming calls for the department chair.
• Open, review, and distribute incoming and outgoing correspondence.
• Screen email communications and prioritize urgent matters requiring chair attention.
• Route messages to appropriate individuals and remove nonessential communications as appropriate.
• Print and organize priority messages for review.
• Transcribe machine and oral dictation of letters, reports, articles, memorandums, speeches, and scientific materials.
• Compose complex and confidential correspondence from basic information and distribute appropriately.
• Maintain current information related to PRS account balances, speaking engagements, and other administrative records.
• Complete and route routine institutional forms.

• Arrange appointments and meetings and maintain the chair’s calendar.
• Coordinate conference room reservations and meeting logistics.
• Distribute meeting announcements and arrange catering services.
• Coordinate audio-visual equipment setup for meetings and presentations.
• Manage travel arrangements including registrations, flights, ground transportation, and lodging.
• Prepare travel reimbursement requests and supporting documentation.
• Monitor deadlines for abstracts, photographs, biographies, and travel-related submissions.
• Schedule and prepare itineraries for visiting physicians, researchers, colleagues, faculty candidates, and clinical fellow candidates.
• Prepare meeting folders, agendas, and supporting materials for appointments.

• Gather background materials for scientific reports, speeches, and articles.
• Prepare reports and coordinate presentation details.
• Develop slide presentations using Microsoft PowerPoint.
• Create financial, statistical, and narrative reports from worksheets and source documents.
• Track report status and ensure timely submission of required documents.
• Alert stakeholders regarding deadlines and initiate follow-up activities.
• Complete and route institutional forms accurately and efficiently.
• Follow up to ensure assignments are completed on schedule.

• Assist with development and…