What are the responsibilities and job description for the Executive Secretary position at Memorial Hermann Health System?
At Memorial Hermann, we're about creating exceptional experiences for both our patients and our employees. Our goal is to provide opportunities for our diverse employee population that develop and grow careers in a team-oriented environment focused on patient care.
Every employee, at every level, begins their journey at Memorial Hermann learning about the history of the organization and its established culture built on trust and integrity. Our employees drive this culture, and we want you to be a part of it.
Job Summary
Position will support at least two leaders, including one Vice President. Will be responsible for performing administrative duties for the leaders as well as assist with any department level operations for smooth execution.
Job Description
Shift Details:
Monday- Friday
8:00AM-5:00PM
(This is a hybrid position with minimum 3 days a week in the office )
Preferred Qualifications:
MINIMUM QUALIFICATIONS
Education: High School Diploma preferred
Licenses/Certifications: (None)
Experience / Knowledge / Skills:
PRINCIPLE ACCOUNTABILTIES
Every employee, at every level, begins their journey at Memorial Hermann learning about the history of the organization and its established culture built on trust and integrity. Our employees drive this culture, and we want you to be a part of it.
Job Summary
Position will support at least two leaders, including one Vice President. Will be responsible for performing administrative duties for the leaders as well as assist with any department level operations for smooth execution.
Job Description
Shift Details:
Monday- Friday
8:00AM-5:00PM
(This is a hybrid position with minimum 3 days a week in the office )
Preferred Qualifications:
- Executive experience managing external and internal processes /generating contracts
- Real Estate terminology a plus but not mandatory
- One (1) year of Executive Administrative experience
- Proficient in Microsoft Word Excel and Power Point
- Strong Accounting skills
MINIMUM QUALIFICATIONS
Education: High School Diploma preferred
Licenses/Certifications: (None)
Experience / Knowledge / Skills:
- Must have three (3) or more years experience in an administrative office setting.
- Effective oral and written communication skills.
- Excellent customer service skills.
- Highly proficient in Microsoft Office suite (Excel, Word, Outlook, PowerPoint) including Workday, EPSI, ReportSafe, and Vizio.
- Ability to handle confidential and sensitive information and situations with the highest degree of integrity, confidentiality and professionalism.
- Demonstrated ability to work independently with minimum supervision using self-initiative and discretion.
- Basic financial analysis understanding.
- Strong interpersonal skills, able to work as part of a team environment.
- Strong problem-solving skills.
- Organizational and time-management skills.
- Demonstrates commitment to the Partners-in-Caring process by integrating our culture in all internal and external customer interactions; delivers on our brand promise of "Advancing health. Personalizing care" through compassion, courage, credibility, and commitment to community.
PRINCIPLE ACCOUNTABILTIES
- Arranges meetings as directed, including drafting agenda, arranging conference rooms, catering, reviewing attendance, drafting minutes, arranging follow up meetings, corresponding with attendees, and coordination of schedules.
- Uses independent judgement to prioritize duties, coordinate functions, review appropriate meeting attendees, and communicate to other executives on behalf of executive.
- Acts independently to run reports, draft and coordinate deliverables, answer questions from board members, community members and other executives.
- Performs general office duties such as answering phones, taking messages and greeting visitors, making travel arrangements and reservations as needed.
- Produces reports and information by transcribing, formatting, inputting, editing, retrieving and transmitting data, text and graphics as requested
- Handle logistics for meetings and events, draft agendas, prepare presentation materials, draft minutes, and maintain and follow up on open action items.
- Work with the executive to ensure the executive is kept informed of upcoming commitments and responsibilities and following up as to action items.
- Anticipate executive needs as to upcoming tasks and coordination with other departments.
- Proactively ensures that meeting materials are provided in advance and the executive is prepared for upcoming meetings and events.
- Stays in regular communication with executive in order to troubleshoot schedules, handing timely requests, and ensuring time-sensitive needs are addressed quickly.
- Assist in submitting travel expense reimbursements.
- Performs special projects and assignments.
- Ensures the timeliness and proper distribution of reports, documents and communications.
- Ensures safe care to patients, staff and visitors; adheres to all Memorial Hermann policies, procedures, and standards within budgetary specifications including time management, supply management, productivity and quality of service.
- Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency; supports department-based goals which contribute to the success of the organization; serves as preceptor, mentor and resource to less experienced staff.
- Other duties as assigned.
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