UT Health - Houston, TX
posted 24 days ago
Full-time - Senior
Onsite - Houston, TX
Educational Services
About the position
The Senior Executive Assistant in the Physical Medicine and Rehabilitation department at UTHealth Houston provides high-level administrative support to the Chair of the department. This role involves scheduling meetings, event planning, extensive writing, and communication on behalf of the Chair, requiring excellent organizational and interpersonal skills. The ideal candidate will have experience supporting C-suite leadership and proficiency in tools like Zoom and Teams.
Responsibilities
- Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
- Composes correspondence and memoranda, prepares graphs, tables and manuscripts, speeches and mass communications, and prepares reports and presentation 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 area.
- 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.
- 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.
- May be expected to train entry level clerical staff and lead support staff.
- Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
- Advises on and may draft policy and processes as assigned by supervisor.
Requirements
- High School diploma or equivalent required; Bachelor's degree preferred.
- Seven (7) years related work experience required; experience as a Senior Executive Assistant supporting C-Suite Level preferred.
- Extensive experience with scheduling, maintaining calendars, and travel itineraries required.
- Prior experience preparing meeting materials or general reports required.
- Experience working in a higher-education institution and healthcare administrative experience is preferred.
- Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Nice-to-haves
- Experience with Zoom and Teams is a plus.
- Experience working in a higher-education institution and healthcare administrative experience is preferred.
Benefits
- 100% paid medical premiums for full-time employees
- Generous time off (holidays, preventative leave day, both vacation and sick time - around 37-38 days per year)
- Longevity Pay (Monthly payments after two years of service)
- Retirement/pension plan
- Free financial and legal counseling
- Free mental health counseling services
- Gym membership discounts and access to wellness programs
- Employee discounts including entertainment, car rentals, cell phones, etc.
- Resources for child and elder care
