Executive Assistant

3 weeks ago

Houston, United States UT Health Science Center at Houston Full time

What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

We are seeking a Full-Time Executive Assistant to join the Center for Health Promotion and Prevention Research as part of the UTHealth School of Public Health in Houston, TX. The executive assistant is part of the administrative team at the Center for Health Promotion and Prevention Research (CHPPR), which collectively supports the leadership, faculty, and students and actively works toward cultivating a great culture. Being the direct support for the director and reporting to the assistant director of administration and operations, the successful candidate will be a collaborative, self-directed individual who demonstrates a solutions-oriented approach, anticipating and solving problems with the utmost discretion and professionalism to ensure the director's day-to-day affairs are conducted smoothly. Acting as the first point of contact for access to the director, the executive assistant must have impeccable diplomacy and customer service skills to manage demanding priorities from varying constituencies, both internal and external. They must also have ongoing attention to detail and high-level oversight of shifting priorities to effectively manage the director's time and resources.

Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

* 100% paid medical premiums for our full-time employees
* Generous time off (holidays, preventative leave day, both vacation and sick time - all of which equates to around 37-38 days per year)
* The longer you stay, the more vacation you'll accrue
* Longevity Pay (Monthly payments after two years of service)
* Build your future with our awesome retirement/pension plan

We take care of our employees As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as...

* Free financial and legal counseling
* Free mental health counseling services
* Gym membership discounts and access to wellness programs
* Other employee discounts including entertainment, car rentals, cell phones, etc.
* Resources for child and elder care
* Plus many more

Position Summary:

Provides executive administrative support for a senior-level executive at the University. Performs advanced and confidential administrative support duties requiring broad experience, skill, and knowledge of organization policies and practices. This position requires the use of initiative, discretion, and independent judgment. This position will perform support with a high concentration on intensive calendar management and tracking tasks.

Position Key Accountabilities:

* Resolves general to complex inquiries and questions and responds to correspondence or

telephone contacts in areas of responsibility within guidelines established by the supervisor.
* Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches,

mass communications, reports, and presentation materials. May assist with grant and contract

materials.
* Schedules and maintains calendars and travel itineraries; coordinates related arrangements in

compliance with all University, governmental, and/or grant policies and guidelines.
* Responsible for filing systems, accuracy and compliance of files, records, and reports for assigned

areas. Maintains knowledge base of legal and regulatory requirements of files.
* Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
* Compiles data from reports using required knowledge of departmental, project, and/or university

policies and procedures.
* Accountable for data entry and accurate and timely submission of data for processing in the

financial and/or human resources systems.
* Coordinates meetings and gatherings, room assignments, invites participants, and arranges

refreshments and equipment as needed. May prepare and distribute meeting minutes.
* May approve and coordinate purchases of office supplies and equipment.
* Screens calls and emails and receives and directs visitors.
* Retrieves information from departmental, university and/or system levels and/or project records

and produces reports with analysis.
* Regularly handles the highest level of confidential information and sensitive issues.
* Provides guidance and direction to lower level staff.
* Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff

performance evaluations.
* Serves as a high-level administrative liaison with others within and outside assigned areas

regarding administrative issues on purchasing, personnel, facilities and operations.
* May maintain or reconcile financial records/reports. FMS training with a passing score may be

required. May have limited signature authority.
* Advises on and may draft policies and processes as assigned by supervisor. Responsible for

making routine decisions and judgment calls, and may assist or make recommendations regarding

complex or impactful decisions.
* Other duties as assigned.

Certification/Skills:

* Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.

Use of University financial systems may be required.

Minimum Education:

* High School diploma or equivalent required. Bachelor's degree preferred.

Minimum Experience:

* Six (6) years related work experience required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports required. May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

This job class may contain positions that are security sensitive and thereby subject to the provisions of Texas Education Code § 51.215

Residency Requirement:

Employees must permanently reside and work in the State of Texas.

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