Executive Assistant - Front Desk

*Applicants with C-Suite experience is strongly encouraged to apply*

At Houston Methodist, the Executive Assistant at the front desk of our executive suite plays a critical role in facilitating the operations within our senior management's hub. This position involves greeting and directing visitors, managing incoming calls, and ensuring effective communication flow. Responsibilities also include handling mail and deliveries, maintaining a tidy and professional reception area, and supporting executive staff with administrative tasks as needed. The Executive Assistant is a critical role in keeping the executive suite running smoothly, ensuring that all interactions and operations are executed with high professionalism and efficiency.

Houston Methodist Standard

PATIENT AGE GROUP(S) AND POPULATION(S) SERVEDRefer 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.

HOUSTON METHODIST EXPERIENCE EXPECTATIONS

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

Displays cultural humility, diversity, equity and inclusion principles

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

Responsibilities

PEOPLE ESSENTIAL FUNCTIONS

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.

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. 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.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

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.

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 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.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

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.

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.

Qualifications

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

License/Certification

LICENSES AND CERTIFICATIONS - REQUIRED

N/A

KSA/ Supplemental Data

KNOWLEDGE, SKILLS, AND ABILITIES

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

Ability to take and transcribe dictation is preferred

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

SUPPLEMENTAL REQUIREMENTS

WORK ATTIRE

Uniform No

Scrubs No

Business professional Yes

Other (department approved) No

ON-CALL**Note that employees may be required to be on-call during emergencies (ie. DIsaster, Severe Weather Events, etc) regardless of selection below.

On Call* No

TRAVEL Travel specifications may vary by department**

May require travel within the Houston Metropolitan area No

May require travel outside Houston Metropolitan area No

Company Profile

Houston Methodist (HM) is one of the nation’s leading health systems and academic medical centers. HM consists of eight hospitals: Houston Methodist Hospital, its flagship academic hospital in the heart of the Texas Medical Center, and seven community hospitals throughout the greater Houston metropolitan area. HM also includes an academic institute, a comprehensive residency program, a global business division, numerous physician practices and several free-standing emergency rooms and outpatient facilities. Overall, HM employs over 25,000 employees. Houston Methodist is supported by a wide variety of business functions that operate at the system level to help enable clinical departments to provide the best patient care and service in a spiritual environment.

In 2019 Houston Methodist and its physicians treat more than 6,333 international patients from more than 76 countries. Houston Methodist Global Health Care Services’ consulting and education divisions also provide advisory services and training and development to health care organizations around the world.

Full-Time