Executive Assistant

Methodist Healthcare Ministries of S. Tx•San Antonio, TX

9d•$25 - $32•Hybrid

About The Position

The Executive Assistant provides high-level administrative and operational support to executive leadership by managing complex calendars, coordinating communications, meetings, and events, preparing correspondence, reports, presentations, and briefing materials, and tracking strategic initiatives and assignments. Serving as a trusted partner and key liaison between executive leadership, internal departments, external stakeholders, and community partners, this position exercises sound judgment, discretion, and confidentiality while supporting organizational priorities through exceptional organization, communication, problem-solving, and customer service in a fast-paced environment.

Requirements

High school diploma or GED required.
Three years in an administrative role working with executive and senior level management required.
Ability to work in structured environments with standardized policies.
Strong communication skills, attention to detail, situational awareness, and professionalism.
Ability to adapt quickly to changing tasks, especially when supporting other departments.
Ability to prioritize work independently and handle confidential information responsibly.
English required

Nice To Haves

CAP or cHAP certification
Spanish bilingual preferred

Responsibilities

Assists department managers in operational and clinical programs and/or other members of the executive leadership team.
Ensures that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
Accurately records and transcribes minutes or notes of meetings in a manner equal to MHM’s Board professional standards.
Manages external contacts for the departments, proactively understands who they are, and maintains constant communication to include important events and activities.
Communicates and collaborates effectively with all levels of team members, cross-functional teams, and external contacts in a rapidly growing environment.
Coordinates, schedules, and organizes activities for special projects.
Coordinates the preparation of staff and department reports, including distribution of material.
Monitors assigned department budgets and prepares purchase requisitions. Prepares expense reports and processes check requests.
Manages travel arrangements and coordinates the pre-planning of trips with various internal functions, to include agendas and necessary preparations.
Coordinates the scheduling of meetings for the boardroom, classrooms and/or conference rooms.
Facilitate program catering as needed.
Facilitate department interviews.
Process reimbursements and corporate credit card reconciliation monthly.
Manages inventories for office/kitchen supplies and office equipment.
Provides back-up support for the Admin Support Team as requested.
Assists in training newly hired administrative support staff.
Responds to changes of administrative duties at a moment’s notice.
Handles confidential information appropriately.
Demonstrates professional demeanor and defuses emotional situations in a calm manner.
Performs other duties as assigned.
Research and compiles data for projects and makes recommendations to improve progress of projects.
Maintains professionalism, confidentiality, and alignment with MHM values.
Performs other duties assigned to meet organizational needs.