Executive Administrative Assistant

Job Summary

This role will support at least two Vice Presidents. It will be responsible for performing administrative duties and serving as a liaison between the executive and other staff to contribute to better organization and planning.

• Education:
  
  None
• Licenses/Certifications:
  
  None
• Experience / Knowledge /
  
  Skills:
  
  Must have five (5) years of progressive experience as an administrative assistant with at least one (1) at the executive level.
• Ability to communicate clearly and professionally using excellent verbal and written communication skills with executives and others.
• Demonstrated ability to compose professional correspondence.
• Highly proficient in Microsoft Office suite (Excel, Word, Outlook, PowerPoint) including Workday, EPSI, Report Safe, Vizio, and Director’s Desk.
• Ability to handle confidential and sensitive information and situations with the highest degree of integrity, confidentiality and professionalism.
• Demonstrated ability to work independently with minimum supervision using self‑initiative and discretion.
• Basic financial analysis understanding.
• Strong interpersonal skills, able to work as part of a team environment.
• Strong problem‑solving skills.
• Organizational and time‑management skills.

• Arranges meetings as directed, including drafting agenda, arranging conference rooms, catering, reviewing attendance, drafting minutes, arranging follow‑up meetings, corresponding with attendees, and coordinating schedules.
• Uses independent judgement to prioritize duties, coordinate functions, review appropriate meeting attendees, and communicate to other executives on behalf of executive.
• Acts independently to run reports, draft and coordinate deliverables, answer questions from board members, community members and other executives.
• Performs general office duties such as answering phones, taking messages and greeting visitors, making travel arrangements and reservations as needed.
• Produces reports and information by transcribing, formatting, inputting, editing, retrieving and transmitting data, text and graphics as requested.
• Handles logistics for meetings and events, drafts agendas, prepares presentation materials, drafts minutes, and maintains and follows up on open action items.
• Works with the executive to ensure the executive is kept informed of upcoming commitments and responsibilities and follows up on action items.
• Anticipates executive needs regarding upcoming tasks and coordination with other departments.
• Proactively ensures that meeting materials are provided in advance and the executive is prepared for upcoming meetings and events.
• Stays in regular communication with executive to troubleshoot schedules, handle timely requests, and ensure time‑sensitive needs are addressed quickly.
• Assists in submitting travel expense reimbursements.
• Helps schedule speakers, book conference space and hotel accommodations, special activities/entertainment, etc.
• Performs special projects and assignments.
• Ensures the timeliness and proper distribution of reports, documents and communications.
• Ensures safe care to patients, staff and visitors; adheres to all Memorial Hermann policies, procedures, and standards within budgetary specifications including time management, supply management and quality of service.
• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency; supports department‑based goals which contribute to the success of the organization; serves as preceptor, mentor and resource to less experienced staff.
• Demonstrates commitment to caring for every member of our community by creating compassionate and personalized experiences.
• Models Memorial Hermann’s service standards by providing safe, caring, personalized and efficient experiences to patients and colleagues.
• Other duties as assigned.

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