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Executive Assistant Surgery (Medical Assistant)

Posted on Sep 14, 2020 by Houston Methodist

Houston, TX
Admin & Secretarial
Immediate Start
Annual Salary

Work Shift: DAY

Work Week: M - F


Job Summary

At Houston Methodist, the Executive Assistant position is a highly skilled
professional responsible for maintaining an executive s schedule and assists
in planning appointments, board meetings, conferences etc. This position
supports executives in performing many high-level clerical and administrative
tasks, including managing information technology, making travel arrangements,
scheduling meetings and creating presentations or proposals. The Executive
Assistant position attends meetings and keeps minutes; receives and screens
phone calls and redirects them when appropriate. This position is responsible
for handling highly confidential documents, protecting an organization's
confidential information, communication and information management, and
managing department supplies, and events. The Executive Assistant takes on
increasingly more responsibilities, providing high-level administrative support
by conducting research, preparing statistical reports, and handling information
requests and may include project research. This position reports to a Vice
President, Senior Vice President, or Medical Director and interacts with all
levels of the organization, from front-line clerical and clinical personnel and
medical staff and possesses excellent communication skills, representing their

Refer to departmental "Scope of Service" and "Provision of Care" plans, as
applicable, for description of primary age groups and populations served by
this job for the respective HM entity.

* Provide personalized care and service by consistently demonstrating our I
CARE values:
* INTEGRITY: We are honest and ethical in all we say and do.
* COMPASSION: We embrace the whole person including emotional, ethical,
physical, and spiritual needs.
* ACCOUNTABILITY: We hold ourselves accountable for all our actions.
* RESPECT: We treat every individual as a person of worth, dignity, and
* EXCELLENCE: We strive to be the best at what we do and a model for others
to emulate.
* Focuses on patient/customer safety
* Delivers personalized service using HM Service Standards
* Provides for exceptional patient/customer experiences by following our
Standards of Practice of always using Positive Language (AIDET, Managing
Up, Key Words)
* Intentionally rounds with patients/customers to ensure their needs are
being met
* Involves patients (customers) in shift/handoff reports by enabling their
participation in their plan of care as applicable to the given job

Job responsibilities labeled EF capture those duties that are essential
functions of the job.

PEOPLE - 25%
* Maintains assigned executive calendar(s). Schedules/coordinates meetings,
conferences and WebEx/conference calls, special events, appointments and
travel arrangements and keeps leader(s) informed of schedule change prior
to meeting or appointment. (EF)
* Meet with individuals, special interest groups and others on behalf of
executives, committees and boards of directors.
* Role models healthy relationships in the work environment such as
mitigation of conflict, leading problem solving and resolution efforts.
Provides proactive and creative recommendations on how to meet goals and
handle identified risks and deviations. Recommends initiatives to improve
department scores for employee engagement on department scorecard. (EF)
* Reads, sorts and analyzes incoming correspondence, memos, submissions,
emails, abstracts, protocols, and reports in order to determine their
significance and plan their distribution. Composes, proofs, types, and
distributes letters, memos, reports, spreadsheets, presentations and
related outgoing materials. (EF)
* Prepares agendas and makes arrangements for committee, board, and other
meetings. Compiles, transcribes, and distributes minutes of meetings.
Attends meetings in order to record minutes. (EF)
* Conducts research, compiles data, and prepares papers for consideration
and presentation by executives, committees and boards of directors. (EF)
* Ensures documentation (agendas, minutes, presentations, etc.), is
complete, timely, accurate, and in accordance with standards and
policies. (EF)
* Handles highly confidential documents, protecting an organization's
confidential information, communication and information management.
Performs data monitoring/maintenance for the department with minimal
supervision. Ensures quality and timely execution of deliverables.
Coordinates deadlines related to multiple deadlines including but not
limited to reports and presentations. (EF)
* Organizes and expedites the flow of work through the executive offices in
a timely manner to assist in alleviating the executive workload.
Participates in performance improvement activities to support department/
entity goals. (EF)
* Self-motivated to independently manage time effectively and prioritize
daily tasks, minimizing incidental overtime. Utilizes time efficiently
and helps other team members. (EF)
* Assists in the preparation and tracking of annual operating budget.
Initiates office equipment (copy machine, fax machine and printers, etc.)
service calls and follows up to ensure that required maintenance/repairs
are performed in a timely manner. (EF)
* Identifies and assumes responsibility of own learning needs and seeks
continuing education opportunities to meet those needs. Completes and
updates the individual development plan (IDP) on an on-going basis.
Ensures own career discussions occur with appropriate management. (EF)
* Offers innovative solutions through participation in performance
improvement projects and activities. Follows up on action items to ensure
completion of assignments. (EF)
This job description is not intended to be all inclusive; the employee will
also perform other reasonably related business/job duties as assigned. Houston
Methodist reserves the right to revise job duties and responsibilities as the
need arises.

* High School diploma or equivalent education (examples include: GED,
verification of homeschool equivalency, partial or full completion of
post-secondary education, etc.)
* Secondary level education preferred
* Five years secretary experience with three years supporting senior
management; may consider internal candidates with four years experienc
in progressively higher-level leadership support
* N/A
* Demonstrates the skills and competencies necessary to safely perform the
assigned job, determined through on-going skills, competency assessments,
and performance evaluations
* Sufficient proficiency in speaking, reading, and writing the English
language necessary to perform the essential functions of this job,
especially with regard to activities impacting patient or employee safety
or security
* Ability to effectively communicate with patients, physicians, family
members and co-workers in a manner consistent with a customer service
focus and application of positive language principles
* Ability to prioritize, frequently and quickly shift tasks, and adapt to a
rapidly changing environment
* Exhibits attention to detail and critical thinking skills
* Ability to create graphs and spreadsheets
* Possesses excellent organizational skills
* Ability to take and transcribe dictation is preferred
* Demonstrates ability to work alone and with a team
* Use of personal computer and related software (such as Microsoft, Excel
and PowerPoint, Access, Outlook and Publisher
* Proficient in spelling, punctuation, grammar and other English language

Work Attire Yes/No
Uniform No
Scrubs No
Business professional Yes
Other (dept approved) No

On-Call* No (for Non-Exempt or Exempt jobs)
* Note that employees may be required to be on-call during emergencies
(i.e. Disaster, Severe Weather Event, etc.) regardless of selection
May require travel within No
Houston Metropolitan area

May require travel outside No
of Houston Metropolitan area
* Travel specifications may vary by department.
Please note any other special considerations to this job:

Equal Employment Opportunity

Houston Methodist is an Equal Opportunity Employer.

Equal_employment_opportunity is a sound and just concept to which Houston
Methodist is firmly bound. Houston Methodist will not engage in discrimination
against or harassment of any person employed or seeking employment with Houston
Methodist on the basis of race, color, religion, sex, sexual orientation,
gender identity, national origin, age, disability, status as a protected
veteran or other characteristics protected by law.

VEVRAA Federal Contractor priority referral Protected Veterans requested.

Company Profile

Since its founding in 1919, Houston Methodist Hospital has earned worldwide
recognition. Houston Methodist Hospital is affiliated with the Weill Medical
College of Cornell University and New York-Presbyterian Hospital, one of the
nation's leading centers for medical education and research. Houston Methodist
is consistently ranked in U.S. News & World Report s Best Hospital
and was recently named the number one hospital in Texas. FOR

Reference: 27459375

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