Houston Methodist
Senior Executive Assistant-Radiation Oncology- Annex
Houston Methodist, Houston, Texas, United States, 77246
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 to medical staff.
PEOPLE ESSENTIAL FUNCTIONS
Maintains assigned senior executive's calendar. Schedules/coordinates meetings, conferences, and WebEx/conference calls, special events, appointments and keeps executive informed of schedule changes prior to meetings or appointments.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 the department scorecard.
SERVICE ESSENTIAL FUNCTIONS
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.
QUALITY/SAFETY ESSENTIAL FUNCTIONS
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.
FINANCE ESSENTIAL FUNCTIONS
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 the 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.
GROWTH/INNOVATION ESSENTIAL FUNCTIONS
Identifies and assumes responsibility for own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an ongoing 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.
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
WORK EXPERIENCE
Five years experience supporting senior management
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PEOPLE ESSENTIAL FUNCTIONS
Maintains assigned senior executive's calendar. Schedules/coordinates meetings, conferences, and WebEx/conference calls, special events, appointments and keeps executive informed of schedule changes prior to meetings or appointments.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 the department scorecard.
SERVICE ESSENTIAL FUNCTIONS
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.
QUALITY/SAFETY ESSENTIAL FUNCTIONS
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.
FINANCE ESSENTIAL FUNCTIONS
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 the 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.
GROWTH/INNOVATION ESSENTIAL FUNCTIONS
Identifies and assumes responsibility for own learning needs and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an ongoing 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.
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
WORK EXPERIENCE
Five years experience supporting senior management
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