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Houston Methodist · 3 hours ago

Executive Assistant

The Woodlands, TX

Full-time

Onsite

Senior Level

5+ years exp

Houston Methodist is a healthcare organization seeking an Executive Assistant to support executives in high-level administrative tasks. The role involves managing schedules, organizing meetings, handling confidential information, and providing overall administrative support to enhance executive productivity.

Health CareMedical

Growth Opportunities

H1B Sponsor Likely

Responsibilities

Maintains assigned executive calendar(s). Schedules/coordinates meetings, conferences and Teams/WebEx/conference calls, special events, appointments and travel arrangements and keeps leader(s) informed of schedule change prior to meeting or appointment

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 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. Compiles, transcribes, and distributes minutes of 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

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. 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 My Development plan 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

Qualification

Executive calendar managementMeeting coordinationConfidential document handlingData analysisPresentation creationMicrosoft Office proficiencyProficient in EnglishCommunicationOrganizational skillsAttention to detailTeam collaborationAdaptabilityCritical thinking

Required

High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)

Five years' secretary experience with three years' supporting senior management; may consider internal candidates with four years' experience in progressively higher-level leadership support

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 attention to detail and critical thinking skills

Ability to create graphs and spreadsheets

Possesses excellent organizational skills

Demonstrates ability to work alone and 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

Preferred

Secondary level education preferred

Ability to take and transcribe dictation is preferred

Company

Houston Methodist

Glassdoor4.3

Houston Methodist is one of the nation’s leading health systems and academic medical centers.

Founded in 1919

Houston, Texas, USA

10001+ employees

http://www.houstonmethodist.org/

H1B Sponsorship

Houston Methodist has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (15)

2024 (11)

2023 (14)

2022 (12)

2021 (10)

2020 (10)