Executive Assistant

UNAVAILABLE - Houston, TX

Full-time

Houston, TX

About the position

The Executive Assistant to the Hospital and Market President and Senior Vice President at Baylor St. Luke's Medical Center plays a crucial role in overseeing the daily administrative operations of the executive office. This position requires a high level of independence and decision-making ability, as the assistant will manage complex schedules, prepare important correspondence, and represent the executives to both internal and external stakeholders. The role is essential in ensuring the smooth functioning of the executive office and supporting the leaders in their strategic initiatives.

Responsibilities

• Serve as the executive assistant to the Hospital and Market President and Senior Vice President.
• Oversee the daily administrative operations of multiple leaders or a single executive.
• Represent the leaders to both external and internal contacts, relieving them of routine matters through appropriate independent action.
• Provide complex and confidential administrative support to the Hospital and Market President and Senior Vice President.
• Proactively and independently manage the executive calendar, including scheduling all appointments.
• Prepare correspondence and other material requiring considerable judgment and knowledge of health system operations.
• File, retrieve, and coordinate all incoming and outgoing correspondence and necessary paperwork related to the overall management of the executive's office.
• Develop presentations, including general preparation, identifying resources, collateral and presentation materials, equipment needs, producing scripts and PowerPoint presentations.
• Represent Market President and SVP as primary contact for and liaison with internal and external stakeholders.
• Serve as executive meeting planner/coordinator, handle travel arrangements as necessary including transportation and lodging, prepare related itineraries, and maintain accurate records for reimbursement purposes.
• Arrange, and participate in executive and leadership team meetings through the preparation of agendas, packets, documents and general record keeping.
• Support the annual budget process for the executive office to include expenses and programs in coordination with the Finance team.
• May provide coordination of administrative projects and/or the administrative portions of projects or activities.

Requirements

• High School Diploma/GED
• Five (5) years previous administrative experience supporting an executive.

Nice-to-haves

• Demonstrated ability to set and maintain multiple priorities in an environment with shifting priorities.
• Ability to positively interact with a very large constituency of high visibility and importance to the decision making process.
• Self-motivated and able to take ownership of projects/assignments.
• Team player with excellent customer service skills and outstanding follow-up.
• Strong interpersonal, verbal and writing skills.
• Exceptional proficiency in composing written communications, expert proofreading, and editing skills.
• Ability to create and revise Word, Excel, PowerPoint and Vision documents.
• Advanced Microsoft Office product competency.