Executive Assistant - Temporary

At Houston Methodist the Executive Assistant position is a highly skilled professional responsible for maintaining an executives schedule and assists in planning appointments board meetings conferences etc. This position supports executives in performing many high-level clerical and administrative tasks including managing information technology making travel arrangements scheduling meetings and creating presentations or proposals. The Executive Assistant position attends meetings and keeps minutes; receives and screens phone calls and redirects them when appropriate. This position is responsible for handling highly confidential documents protecting an organizations confidential information communication and information management and managing department supplies and events. The Executive Assistant takes on increasingly more responsibilities providing high-level administrative support by conducting research preparing statistical reports and handling information requests and may include project research. This position reports to a Vice President Senior Vice President or Medical Director and interacts with all levels of the organization from front-line clerical and clinical personnel and medical staff and possesses excellent communication skills representing their executive.

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

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

• Actively supports the organizations vision fulfills the mission and abides by the I CARE values

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 organizations 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.

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

LICENSES AND CERTIFICATIONS - REQUIRED

• N/A

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

Houston Methodist The Woodlands opened in 2017 as the eighth hospital in the Houston Methodist system. This 187-bed 470000-square-foot full-service acute care hospital offers many of the same services as our flagship hospital in the Texas Medical Center. Also on the $380 million hospital campus located at the intersection of I-45 and TX 242 is a medical office building which opened in 2016. Medical Office Building 1 includes a breast care center cancer center & infusion center orthopedics & sports medicine rehabilitation services wellness services and an outpatient laboratory in addition to multi-specialty physician practices. A second medical office building and 785-car parking garage opened in 2018.