Executive Assistant - Gynecologic Oncology & Reproductive Medicine

UT MD Anderson Cancer Center • Houston, TX

1d • Hybrid

About The Position

The Department of Gynecologic Oncology & Reproductive Medicine at The University of Texas MD Anderson Cancer Center plays an important role in advancing patient care, research, and education within a leading academic medical center. This role supports departmental leadership and contributes to the coordination of high-impact clinical, research, and academic initiatives. The Executive Assistant serves as a key administrative partner, ensuring efficient operations and professional engagement with internal and external stakeholders. UT MD Anderson is a leading institution focused on cancer care, research, education, and prevention. The Executive Assistant works directly with department leadership, physicians, researchers, institutional leaders, philanthropic supporters, and external partners in support of the organization's mission. The ideal candidate possesses a bachelor's degree and extensive experience providing executive-level administrative support in a healthcare, academic, or research environment. Preferred experience includes supporting physicians, department chairs, executives, or senior leaders; coordinating complex travel and scheduling; maintaining faculty-related records such as CVs, biosketches, publications, PRS accounts, and effort reporting; and serving as a trusted partner with exceptional professionalism, discretion, and judgment.

Requirements

• High School Diploma or Equivalent
• 6 years Administrative/secretarial experience supporting a leadership/executive level position.
• 2 years Required experience with Bachelor's degree.

Nice To Haves

• Bachelor's Degree
• Extensive experience providing executive-level administrative support in a healthcare, academic, or research environment.
• Supporting physicians, department chairs, executives, or senior leaders.
• Coordinating complex travel and scheduling.
• Maintaining faculty-related records such as CVs, biosketches, publications, PRS accounts, and effort reporting.
• Serving as a trusted partner with exceptional professionalism, discretion, and judgment.

Responsibilities

• Handle incoming calls for the department chair.
• Open and distribute chair’s incoming and outgoing correspondence.
• Review Chair’s incoming emails and triage appropriately and in a timely manner.
• Compose complex correspondence, often of a confidential nature, from basic information and route appropriately.
• Prepare slide presentations requiring the use of Microsoft PowerPoint software and process appropriate paperwork to have slides manufactured, as assigned.
• Maintain the most current information pertaining to curricula vitae, periodical publications, biographical sketches, and PRS account balances.
• Complete institutional forms and route for signatures as required.
• Maintain current Effort Reporting records as required.
• Maintain Chair PRS account expenditures tracking/reconciliations.
• Participate in scheduling, compiling agenda and taking minutes for external and internal meetings facilitated by the Chair, including confirming and sending reminders for the meeting.
• Greets special guests, VIPs, and patients on behalf of the Chair and department.
• Makes arrangements for lodging and sets itineraries as requested.
• Acts as a liaison for the Chair or department with state officials, international contacts, philanthropic supporters, and other departments and institutions.
• Arrange appointments and meetings and monitor the chair’s calendar.
• Meet regularly with Chairman to discuss calendar of events and logistics for scheduling meetings/events.
• Ensure Chairman’s timely attendance at meetings and is apprised in advance of any schedule conflicts.
• Make all arrangements for meetings scheduled by the chair, including conference room scheduling, meeting announcement distribution, catering requests, set-up of audio-visual equipment, etc.
• Coordinate travel activities including registration, air and ground transportation, and lodging; prepare itineraries. Prepare reimbursement requests. Track reimbursements to ensure proper payment received.
• Identify and meet deadlines for travel-related papers, abstracts, photos, biographical information, etc.
• Schedule and prepare itineraries for visiting physicians, researchers, and other colleagues as needed.
• Maintain and improve extensive filing system for the broad scope of the chair’s clinical, administrative, and scientific interests.
• Follow archiving and records retention schedules to maintain up to date filing.
• Gather materials on assigned subjects for use in the presentation of scientific reports, speeches, or articles.
• Prepare reports and work out details of presentation.
• Set up and type financial, statistical, and textual reports from worksheets.
• Obtain from Chair the faculty meeting agenda topics. Prepare slides, materials for distribution. Prepare AV logistics. Distribute agenda prior to faculty meetings.
• Attend monthly faculty meetings. Take meeting minutes and distribute announcements.
• Assist in developing and maintaining document forms.
• Initiate and assist in scheduling meetings, arranging for conference rooms, and catering.
• Prepare and distribute announcements and backup materials and prepare agendas for matters of consideration at meetings.
• Provide support to the department administrator, associate department administrator and office manager for special projects.
• Provide daily progress reports of assigned projects.
• Communicate regularly with department administrator, associate department administrator and office manager about activities and new developments.
• Other duties as assigned.

Benefits

• Employer-paid medical coverage starting day one for employees working 30+ hours/week
• Optional group dental, vision, life, AD&D, and disability insurance.
• Accruals for PTO and Extended Illness Bank
• Paid holidays
• Wellness, childcare, and other leave options.
• Tuition Assistance Program after six months of service
• Access to extensive wellness, fitness, and employee resource groups.
• Defined-benefit pension through the Teachers Retirement System
• Voluntary retirement plans
• Employer-paid life and reduced salary protection programs.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED