Overview
Executive Assistant – Internal Medicine Jobs in Houston, TX at UTHealth Houston
POSITION SUMMARY
This position primarily provides administrative support services for the Sr. Vice President/CDO and Sr. Vice President/CPO.
ESSENTIAL FUNCTIONS
Calendar Management: Oversee complex calendars for the C-suite executives, ensuring effective time management by scheduling meetings, handling reschedules, and proactively managing conflicts.
Meeting Coordination & Preparation: Organize and prepare for meetings, including gathering agendas, compiling necessary documents, and coordinating with participants. Take meeting minutes and track follow-up tasks to ensure action items are completed.
Travel Arrangements: Manage all travel logistics for the C-suite executives, including booking flights, accommodations, and ground transportation, as well as preparing detailed travel itineraries.
Communication Liaison: Act as a point of contact between the C-suite leaders and internal/external stakeholders. Screen and prioritize emails, phone calls, and other correspondence, responding on behalf of executives as needed.
Draft and edit high-quality internal and external communications, including email correspondence, slack messages, and company-wide updates on behalf of the executives.
Summarize key outcomes and updates from meetings to communicate to staff effectively and concisely.
Written Communication & Documentation: Regularly draft and disseminate executive-level strategic initiatives, meeting outcomes, updates, summaries, and reports.
Prepare clear, concise, and professional materials for presentations, proposals, and meetings with internal and external stakeholders.
Ensure all written materials align with the company’s tone and communication style.
Project Support: Assist with special projects, research, and preparation of presentations or reports for executive meetings, board meetings, and other key company events.
Document Management: Organize and maintain confidential files, records, and documents, ensuring data security and accessibility.
Other Duties as Assigned
EXPECTED RESULTS
The effectiveness of performance in this position can be measured by the following:
Efficient and conflict-free scheduling; time-sensitive prioritization
Minimal scheduling conflicts; Executive satisfaction surveys or feedback; Timely updates to calendar entries
Meetings start on time with all necessary materials prepared; accurate minutes and timely follow-ups
Prepared agendas shared in advance; Action items completed post-meeting; Timeliness and accuracy of meeting minutes
Clear, professional, and timely correspondence with stakeholders
Timely email responses; Positive feedback from internal/external partners
High-quality, error-free written materials that reflect the organization’s tone
Zero grammatical/spelling errors; Document turnaround time met 95% of the time; Consistent executive branding/tone
Project contributions lead to successful delivery of executive initiatives
On-time completion of project tasks; Quality of research and materials prepared
Maintains confidentiality and upholds a high level of discretion and composure
No confidentiality breaches; Positive professional image
Anticipates executive needs and provides proactive support
Exec feedback on proactivity; Reduction in reactionary tasking
MINIMUM QUALIFICATIONS
A degree or equivalent experience in administration or a related field is preferred. 5+ years’ experience providing administrative assistance to senior management. Additionally, experience in a corporate environment requiring some management of multiple tasks and a professional customer-service approach to working with executive management is required. This position customarily and regularly exercises independent judgment and discretion with respect to matters of significance more than 50% of the time. Work is performed under minimal supervision and may require special training experience or knowledge. Intermediate to advanced level in Microsoft Suite.
Incumbent’s administrative experience must include scheduling appointments maintaining complete and timely information on manager’s calendar, performing files management (paper and electronic), recording and compiling meeting minutes, and arranging travel. Incumbent needs strong verbal and written communication skills, including clear and concise writing with exceptional attention to detail and proofreading; responding to Sr VP/CDO and Sr VP/CPO messages and crafting responses independently.
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Title: Executive Assistant – Internal Medicine
Company: UTHealth Houston
Location: Houston, TX
