Executive Assistant / Sr. Executive Assistant - Internal Medicine - Chair's Office
About The Position
Join the UTHealth Houston Department of Internal Medicine as a Full-Time Executive Assistant supporting the Chair’s Office. This highly visible role provides administrative and project-oriented support to executive leadership, requiring exceptional organization, professionalism, discretion, and independent judgment. The ideal candidate is proactive, self-sufficient, and able to anticipate needs while managing multiple priorities and collaborating effectively with senior faculty and department leaders. Experience with Microsoft Office applications, Adobe, and Coupa is preferred. Candidates with experience in academic medicine are encouraged to apply, although a healthcare or academic background is not required. This is an excellent opportunity for a polished administrative professional who thrives in a fast-paced executive environment and enjoys serving as a trusted partner to leadership. 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. Once you join us you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus: 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) Build your future with our awesome retirement/pension plan! We take care of our employees! As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as... 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 Plus many more!
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
- Experience with Microsoft Office applications, Adobe, and Coupa is preferred.
- Candidates with experience in academic medicine are encouraged to apply, although a healthcare or academic background is not required.
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)
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
High school or GED
