Executive Assistant

Mann Eye Institute - Houston, TX

Full-time - Mid Level

Houston, TX

Hospitals

About the position

Mann Eye Institute is seeking a dedicated and capable Executive Assistant to provide high-level administrative support to the Chairman of the Board, Chief Executive Officer, and Medical Director. This position offers a unique opportunity to work at the heart of our organization, helping to streamline operations and contribute to strategic initiatives. As the Executive Assistant, you'll manage complex schedules, facilitate smooth communication between leadership and departments, and handle special projects that align with the organization's goals. This is an ideal role for someone who thrives in a fast-paced environment, is detail-oriented, and takes pride in their ability to anticipate the needs of senior executives. In this role, you will be responsible for supporting the Chairman of the Board by coordinating and prioritizing meetings, travel plans, and important events. You will draft and manage high-level communications on behalf of the Chairman and oversee special projects that are critical to the organization's strategic direction. Additionally, you will support the CEO by organizing and maintaining the CEO's calendar for high-priority meetings, coordinating travel for symposiums and board-related activities, and assisting in reviewing and preparing invoices for approval. You will also support the Medical Director by managing email communications, scheduling meetings, and coordinating travel for LASIK procedures and symposiums. As a liaison, you will maintain smooth communication across departments and with clinic directors. Furthermore, you will provide cross-departmental support by organizing strategic meetings with vendors and staff, managing vendor relationships, and assisting with operational tasks such as mail distribution and event planning.

Responsibilities

• Coordinate and prioritize meetings, travel plans, and important events for the Chairman of the Board.
• Draft and manage high-level communications on behalf of the Chairman.
• Oversee special projects that are critical to the organization's strategic direction.
• Organize and maintain the CEO's calendar for high-priority meetings.
• Coordinate travel for symposiums and board-related activities for the CEO.
• Assist in reviewing and preparing invoices for approval for the CEO.
• Ensure the Medical Director stays informed of critical communications through email management.
• Schedule meetings and manage travel for LASIK procedures and symposiums for the Medical Director.
• Maintain smooth communication across departments and with clinic directors.
• Organize strategic meetings with vendors and staff as part of cross-departmental support.
• Manage vendor relationships and clinic supplies.
• Provide support for mail distribution, event planning, and other projects as needed.

Requirements

• Bachelor's degree in business administration, management, or a related field preferred.
• 3-5 years of experience in a high-level executive support role.
• Strong organizational skills and the ability to manage multiple tasks.
• Excellent communication skills, both written and verbal.
• Discretion in handling sensitive information.