Sr Executive Assistant

Sr Executive Assistant

At Houston Methodist, the Sr Executive Assistant position is a highly skilled professional responsible for performing complex assignments to include maintaining an executive's schedule, and planning appointments, board meetings, conferences etc. This position supports an Executive Officer, Senior Vice President, or Chairman in an administrative capacity performing many high-level tasks, including managing information technology, making travel arrangements, and creating presentations or proposals. The Sr Executive Assistant position attends meetings and keeps minutes and is responsible for handling highly confidential documents, protecting an organization's confidential information, communication and information management, and events. This position acts as a liaison to internal and external contacts in a manner that promotes the professional image of Houston Methodist and extension of executive leadership, interacting with all levels of the organization, from front-line clerical and clinical personnel and medical staff.

Refer to departmental "Scope of Service" and "Provision of Care" plans, as applicable, for description of primary age groups and populations served by this job for the respective HM entity.

Provide personalized care and service by consistently demonstrating our I CARE values :

• Integrity : We are honest and ethical in all we say and do.
• Compassion : We embrace the whole person including emotional, ethical, physical, and spiritual needs.
• Accountability : We hold ourselves accountable for all our actions.
• Respect : We treat every individual as a person of worth, dignity, and value.
• Excellence : We strive to be the best at what we do and a model for others to emulate.

Practices the Caring and Serving Model

Delivers personalized service using HM Service Standards

Provides for exceptional patient / customer experiences by following our Standards of Practice of always using Positive Language (AIDET, Managing Up, Key Words)

Intentionally collaborates with other healthcare professionals involved in patients / customers or employees' experiential journeys to ensure strong communication, ease of access to information, and a seamless experience

Involves patients (customers) in shift / handoff reports by enabling their participation in their plan of care as applicable to the given job

Actively supports the organization's vision, fulfills the mission and abides by the I CARE values

Maintains assigned senior executive's calendar. Schedules / coordinates meetings, conferences and WebEx / conference calls, special events, appointments and keeps executive informed of schedule change prior to meeting or appointment.

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 on department scorecard.

Reads, sorts and analyzes incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their 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. Records, maintains, and distributes minutes of executive and / or Board meetings. Attends meetings in order to record minutes.

Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees and boards of directors.

Ensures documentation (agendas, minutes, presentations, etc.), is complete, timely, accurate, and in accordance with standards and policies, in order to ensure a successful outcome.

Handles highly confidential documents, protecting an organization's confidential information, communication and information management. Performs data monitoring / maintenance for the department with minimal supervision. Ensures quality and timely execution of deliverables. Coordinates deadlines related to multiple deadlines including but not limited to reports and presentations.

Organizes and expedites the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload. Participates in performance improvement activities to support department / entity goals.

Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.

Assists in the preparation and tracking of annual operating budget. Efficiently and cost effectively schedules and coordinates travel arrangements. Initiates office equipment (copy machine, fax machine and printers, etc.) service calls and follows up to ensure that required maintenance / repairs are performed in a timely manner.

Identifies and assumes responsibility of own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.

Offers innovative solutions through participation in performance improvement projects and activities. Follows up on action items to ensure completion of assignments.

This job description is not intended to be all-inclusive; the employee will also perform other reasonably related business / job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

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

Five years experience supporting senior management

Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations

Sufficient proficiency 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

Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles

Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment

Exhibits sound, good judgment and critical thinking skills

Ability to create graphs and spreadsheets

Possesses excellent customer service skills

Ability to be versatile and adaptable to all situations

Ability to take and transcribe dictation is preferred

Demonstrates ability to work alone or with a team

Use of personal computer and related software (such as Microsoft, Excel and PowerPoint, Access, Outlook and Publisher)

Proficient in spelling, punctuation, grammar and other English language skills

Uniform No

Scrubs No

Business professional Yes

Other (department approved) No

On Call

May require travel within the Houston Metropolitan area No

May require travel outside Houston Metropolitan area No

Since its founding in 1919, Houston Methodist Hospital has earned worldwide recognition. Houston Methodist Hospital is affiliated with the Weill Medical College of Cornell University and New York-Presbyterian Hospital, one of the nation's leading centers for medical education and research. In 2020, U.S. News & World Report named Houston Methodist Hospital to its top ranked Honor Roll for the fourth time and second consecutive year. 2020 also marked the ninth year in a row Houston Methodist Hospital has been named the No. 1 hospital in Texas. Houston Methodist Hospital directs millions of research dollars into patient care and offers the latest innovations in medical, surgical and diagnostic techniques. With 952 operating beds, 85 operating rooms and over 8,000 employees, Houston Methodist offers complete care for patients from around the world.

The same high-quality care for which Houston Methodist is known is available at several Emergency Care Centers in Houston and the surrounding areas. These Emergency Care Centers house exam rooms, full digital radiography suite, low radiation dose 16-slice CT scan, ultrasound and a full on-site stat chemistry lab.