Executive Assistant - Translational Molecular Pathology

UT MD Anderson Cancer Center•Houston, TX

15h•Hybrid

About The Position

Join MD Anderson’s Translational Molecular Pathology team as an Executive Assistant and serve as a trusted administrative partner to the Department Chair, Administrator, and faculty within a dynamic, research-focused environment. You’ll play a critical role in keeping department leadership organized, prepared, and connected while supporting the work of a team dedicated to advancing innovative cancer research and translational science. This is an opportunity to work closely with senior department leadership while managing a varied and high-level portfolio of responsibilities. You’ll manage the Department Chair’s complex calendar, coordinate meetings and conferences, prepare executive correspondence and presentations, manage travel and expenses, maintain important academic documentation, and serve as a problem-solving resource for internal and external partners. You’ll gain valuable exposure to academic medicine, research operations, and institutional leadership. You’ll also have the opportunity to take on project management and high-visibility initiatives, including coordinating administrative components of grant applications and proposals, supporting special projects, and serving as a liaison across departments, divisions, and hospital administration. Your ability to anticipate needs, protect confidential information, manage competing priorities, and communicate effectively will make you an essential partner to department leadership.

Requirements

High School Diploma or Equivalent
6 years Administrative/secretarial experience supporting a leadership/executive level position
Excellent typing and advanced Outlook, Word, PowerPoint, and Excel skills.

Nice To Haves

Bachelor's Degree
2 years Required experience with Bachelor's degree
prior experience supporting faculty
grant experience

Responsibilities

Provides comprehensive administrative support for the Department Chair, Administrator, and Faculty.
Assesses support needs and coordinates daily arrangements for the Department Chair and, if necessary, other Departmental Leaders.
Provides an effective problem-solving interface for internal and external personnel who contact the Department office regarding a wide variety of issues.
Maintains and manages the Department Chair’s calendar of meetings and events.
Exhibits strong interpersonal, decision-making, problem-solving, organizational and planning skills.
Manifests integrity, maintenance of confidentiality, and compliance with institutional requirements.
Demonstrates job knowledge and proficiency in transcribing, preparing, processing, maintaining, and approving all documents required for effective operation of the Department’s administrative office.
Schedules meetings and teleconferences through use of polling of attendees, and prepares agendas and documents for distribution.
Maintains complex confidential patient and/or general office files.
Compiles reports using computation and formatting skills.
Composes formal and informal correspondence.
Formats presentations, using strong writing, word-processing, presentation, and grammatical skills.
Maintains the Department Chair’s Curriculum Vitae, Biographical Sketch, and Other Support.
Makes travel arrangements and prepares expense reports.
Arranges conferences and events according to Divisional, Departmental, and institutional specifications, including booking of rooms, catering, equipment, etc., in accordance with guidelines.
Acts as backup for other Administrative staff in maintaining daily operations of Department’s administrative office.
Visually proofreads all documents for errors, formatting, design, and filing.
Assists with preparation of and submits membership/nomination applications and letters of recommendation to State/Federal or non-profit agencies and other academic institutions.
Facilitates the completion of administrative components of the Department Chair’s grant applications and other proposal materials.
Coordinates special projects, and provides liaison work within the Department, other Divisions/Departments, and with hospital administration.