Senior Executive Assistant

2 weeks ago

Houston, United States Memorial Hermann Health System Full time

At Memorial Hermann, we pursue a common goal of delivering high quality, efficient care while creating exceptional experiences for every member of our community. When we say every member of our community, that includes our employees. We know that when our employees feel cared for, heard and valued, they are inspired to create moments that exceed expectations, while prioritizing safety, compassion, personalization and efficiency. If you want to advance your career and contribute to our vision of creating healthier communities, now and for generations to come, we want you to be a part of our team.

Job Summary

This role will support at least two executives, including one SVP. Will be responsible for performing administrative duties and serving as a liaison between the executive and other staff to contribute to better organization and planning. Job Description

MINIMUM QUALIFICATIONS

Education: None

Licenses/Certifications: None

Experience / Knowledge / Skills:

  • Must have five (5) years of progressive experience as an administrative assistant with at least, (one) 1 of which must be at the executive level.
  • Must have three (3) years proven project management experience completing significant projects/programs.
  • Ability to communicate clearly and professionally using excellent verbal and written communication skills with executives and others. Demonstrated ability to compose professional correspondence.
  • Highly proficient in Microsoft Office suite (Excel, Word, Outlook, PowerPoint) including Workday, EPSI, ReportSafe, Vizio, and Director’s Desk.
  • Ability to handle confidential and sensitive information and situations with the highest degree of integrity, confidentiality and professionalism.
  • Demonstrated ability to work independently with minimum supervision using self-initiative and discretion.
  • Basic financial analysis understanding.
  • Strong interpersonal skills, able to work as part of a team environment.
  • Strong problem-solving skills.
  • Organizational and time-management skills.

PRINCIPAL ACCOUNTABILITIES

  • Arranges meetings as directed, including drafting agenda, arranging conference rooms, catering, reviewing attendance, drafting minutes, arranging follow up meetings, corresponding with attendees, and coordination of schedules.
  • Uses independent judgement to prioritize duties, coordinate functions, review appropriate meeting attendees, and communicate to other executives on behalf of executive.
  • Acts independently to run reports, draft and coordinate deliverables, answer questions from board members, community members and other executives.
  • Uses basic project management skills to manage ongoing projects, monitoring performance, following up on open items and coordinating tasks with other executives or departments.
  • Analyze and prepare reports based on financial data, such as department performance, budget performance, and invoices and expenses.
  • Assembles Board and Committee materials, drafts communications, and mails materials to Board/Committee members and others in line with with pre-determined timelines.
  • Performs general office duties such as answering phones, taking messages and greeting visitors, making travel arrangements and reservations as needed.
  • Produces reports and information by transcribing, formatting, inputting, editing, retrieving and transmitting data, text and graphics as requested.
  • Act as a liaison between other departments, executives, board and committee members.
  • Handle logistics for meetings and events, draft agendas, prepare presentation materials, draft minutes, and maintain and follow up on open action items. 
  • Work with the executive to ensure the executive is kept informed of upcoming commitments and responsibilities and following up as to action items.
  • Anticipate executive needs as to upcoming tasks and coordination with other departments.
  • Proactively ensures that meeting materials are provided in advance and the executive is prepared for upcoming meetings and events.
  • Manages coordination among departments, such as ISD support, financial data requests, government reporting, etc.
  • Oversees licensing, compliance and other professional support for executive.
  • Stays in regular communication with executive in order to troubleshoot schedules, handing timely requests, and ensuring time-sensitive needs are addressed quickly.
  • Assist in submitting travel expense reimbursements.
  • Helps schedule speakers, book conference space and hotel accommodations, special activates/entertainment, etc.
  • Performs special projects and assignments.
  • Ensures the timeliness and proper distribution of reports, documents and communications.
  • Ensures safe care to patients, staff and visitors; adheres to all Memorial Hermann policies, procedures, and standards within budgetary specifications including time management, supply management, productivity and quality of service.
  • Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency; supports department-based goals which contribute to the success of the organization; serves as preceptor, mentor and resource to less experienced staff.
  • Demonstrates commitment to caring for every member of our community by creating compassionate and personalized experiences. Models Memorial Hermann’s service standards by providing safe, caring, personalized and efficient experiences to patients and colleagues.
  • Other duties as assigned.

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