Executive Assistant/Senior Executive Assistant - Children's Learning Institute

UTHealth Houston•Houston, TX

7d•Onsite

About The Position

UTHealth Houston and the Children's Learning Institute are hiring an Executive Assistant to support the department's co-chairs! This is a highly public-facing, executive-level role. The incumbent will thrive if they are organized professionals, excited to provide high-level administrative support to senior executives, including managing demanding calendars, coordinating communications, and planning meetings and travel. This position serves as a key point of contact between leadership, employees, clients, and stakeholders, requiring strong interpersonal skills, discretion, problem-solving, initiative, and time-management skills. 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.

Requirements

High School Diploma or equivalent required.
6 years of related work experience required
Extensive experience with scheduling, maintaining calendars, and travel itineraries required
Prior experience preparing meeting materials or general reports required
Employees must permanently reside and work in the State of Texas.

Nice To Haves

Bachelor's Degree preferred.

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, manuscripts, speeches, mass communications, reports and presentation materials.
May assist with grant and contracts 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.
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.
Advises on and may draft policies and processes as assigned by supervisor.
Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
Performs other duties as assigned.

Benefits

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)
Awesome retirement/pension plan
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