Executive Assistant to the Pediatrician In Chief

Texas Children's Medical Center•Houston, TX

About The Position

We are searching for an Executive Assistant to the Pediatrician In-Chief -- someone who works well in a fast-paced setting. In this position, you will provide highly responsible administrative support to a Physician In-Chief resulting in effective communication internally and externally and assisting the multiple competing requests for the In Chiefs time. Think you’ve got what it takes? Job Duties & Responsibilities Maintaining daily calendar, manage all phone calls, prepare correspondence, schedule meetings, and coordinate other communication, as well as other duties as assigned. Coordinate and maintain daily calendar of appointment. Communicate effectively with all levels of professional staff to insure key individuals are present at meetings. Prepare meeting agendas and materials. When applicable, attend meetings and record meeting minutes for distribution. Make independent decisions regarding the scheduling and rescheduling of meetings. Requires a considerable amount of independent judgment and initiative. Work with Hospital Executives and Physician Leaders in accommodating their needs in relationship to the In-Chief. Requires clear verbal communication and good assessment skills in face-to-face encounters and telephone conversations. Must be able to speak on behalf of and make decisions on behalf of the Pediatrician In-Chief on routine and administrative matters. Keeps Pediatrician In-Chief informed of important incoming communication that needs immediate attention. Remain easily accessible to Executive and practice leadership throughout the day to handle any issues that may arise. Compose, transcribe, type and proofread correspondence according to Hospital standards and by deadlines established by the In-Chief. Requires attention to detail and the ability to synthesize information from several sources. Business-professional and advanced writing skills are required. Collaborates with members of the leadership team and assists with the coordination of leadership and other designated meetings as evidenced by feedback from leadership team members. Make travel arrangements to include hotel accommodations, transportation, and registration. Prepare and process travel reimbursement/expenses and obtain appropriate authorized signature prior to submission. Perform monthly reconciliation of procurement card. Handle high priority issues in a professional, courteous manner. Must be able to work independently with limited supervision, make decisions and resolve problems in the absence of supervision. Handles Pediatrician In-Chief incoming phone calls and, potentially, emails, requiring response within the day or returned calls within twenty-four hours. Ensures that reports are collected and/or prepared and submitted in a timely manner. Opens and prioritizes In-Chief’s mail.

Requirements

H.S. Diploma or GED required
5 years of executive secretarial or comparable administrative experience required

Nice To Haves

Bachelor's degree preferred

Responsibilities

Maintaining daily calendar, manage all phone calls, prepare correspondence, schedule meetings, and coordinate other communication, as well as other duties as assigned.
Coordinate and maintain daily calendar of appointment.
Communicate effectively with all levels of professional staff to insure key individuals are present at meetings.
Prepare meeting agendas and materials.
When applicable, attend meetings and record meeting minutes for distribution.
Make independent decisions regarding the scheduling and rescheduling of meetings.
Work with Hospital Executives and Physician Leaders in accommodating their needs in relationship to the In-Chief.
Speak on behalf of and make decisions on behalf of the Pediatrician In-Chief on routine and administrative matters.
Keeps Pediatrician In-Chief informed of important incoming communication that needs immediate attention.
Remain easily accessible to Executive and practice leadership throughout the day to handle any issues that may arise.
Compose, transcribe, type and proofread correspondence according to Hospital standards and by deadlines established by the In-Chief.
Collaborates with members of the leadership team and assists with the coordination of leadership and other designated meetings as evidenced by feedback from leadership team members.
Make travel arrangements to include hotel accommodations, transportation, and registration.
Prepare and process travel reimbursement/expenses and obtain appropriate authorized signature prior to submission.
Perform monthly reconciliation of procurement card.
Handle high priority issues in a professional, courteous manner.
Work independently with limited supervision, make decisions and resolve problems in the absence of supervision.
Handles Pediatrician In-Chief incoming phone calls and, potentially, emails, requiring response within the day or returned calls within twenty-four hours.
Ensures that reports are collected and/or prepared and submitted in a timely manner.
Opens and prioritizes In-Chief’s mail.