Executive Assistant

Executive Assistant – Overview

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 other business events. The role supports executives in 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 and redirects them when appropriate.

This position is responsible for handling highly confidential documents, protecting the organization’s confidential information, communication, and information management, and managing department supplies and events. The Executive Assistant takes on increasingly complex responsibilities, providing high‑level administrative support by conducting research, preparing statistical reports, and handling information requests, and may include project research. The 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, and possesses excellent communication skills, representing their executive.

Non‑exempt

• Education: 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.
• Experience: Five years of secretary experience with three years supporting senior management; may consider internal candidates with four years of progressively higher‑level leadership support.

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through ongoing skills, competency assessments, and performance evaluations.
• Proficient 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.
• Effectively communicates with patients, physicians, family members, and co‑workers in a manner consistent with a customer service focus and application of positive language principles.
• Prioritizes, frequently and quickly shifts tasks, and adapts to a rapidly changing environment.
• Exhibits attention to detail and critical thinking skills.
• Creates graphs and spreadsheets.
• Possesses excellent organizational skills.
• Preferred ability to take and transcribe dictation.
• Demonstrates ability to work alone and with a team.
• Uses personal computer and related software (Microsoft Word, Excel, PowerPoint, Access, Outlook, Publisher).
• Proficient in spelling, punctuation, grammar, and other English language skills.

• Maintains assigned executive calendar(s). Schedules and coordinates meetings, conferences, Teams/Web Ex conference calls, special events, appointments, and travel arrangements and keeps leader(s) informed of schedule changes prior to meetings or appointments.
• 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 to determine significance and plan distribution. Composes, proofs, types, and distributes letters, memos, reports, spreadsheets, presentations, and related outgoing materials.
• Prepares agendas and makes arrangements for committee, board, and other meetings. Compiles, transcribes, and distributes minutes of meetings. Attends meetings to record minutes.
• Conducts research, compiles…