Executive Assistant - Neurosurgery

The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

SUMMARY

The primary purpose of the Executive Assistant position is to provide highly responsible administrative and project coordination support to the Chair of Neurosurgery. Supports the operational direction of multiple large-scale projects in collaboration with institution, division and /or department representatives. Acts as a project support expert on recurring projects and supports leadership initiatives. Resolves day to day problems that may impede the operational flow by analyzing problems, exercising professional judgment and making timely decisions and recommendations for improvement.

The ideal candidate will have extensive scheduling experience, managing and processing expense reports, and prior experience supporting Executive or Senior Leadership. 

This is a hybrid position, required to come onsite every day for at least initial three months for training/orientation. May require additional onsite presence as needed to ensure seamless support and collaboration. 

Key Functions

• Planning and executing logistical details for onsite and offsite meetings, quality preparation and distribution of documents for meetings.
• Responsible for providing high level administrative support for projects and activities associated with the Chair of Neurosurgery and the Brain Tumor Center, much of which is of a sensitive and confidential nature, requiring a high degree of discretion and tact.
• Administrative Support duties: general office duties, but is not limited to: receiving, screening, and/or routing of multiple incoming phone calls and visitors; regulating flow of correspondence, forms and documents to and from the Cancer Neuroscience Institute, the Brain Tumor Center, and the Department of Neurosurgery; drafting or editing correspondence, presentations and other communications as needed to maintain office supplies and equipment; coordinating calendars and scheduling miscellaneous meetings and appointments, distributing and maintaining documents and filing, purchasing a variety of items necessary to carry out job duties.
• Interfaces with personnel throughout the institution. Also works with senior level staff in all Divisional Leadership areas, community leaders, board members and the public.
• Communicates and interacts with the Neurosurgery Department Administrator and the Surgery Division Administrator to ensure the business of the department and the Brain Tumor Center is handled in a smooth and efficient manner, ensuring adherence to a high level of quality service and effective management of resources.
• Uses independent judgment, diplomacy, strong interpersonal and communication skills and knowledge of institutional regulations, policies and procedures to analyze problems.
• Troubleshoots incoming calls. Forwards to appropriate person to handle their needs.
• Handles multiple projects at one time including planning events, ordering food for activities, and supplies for events. Coordinates conference room and incidentals for rooms for the event.
• Exhibits top-notch soft skills, including excellent verbal and written communication skills, resiliency in the face of difficulties, takes initiative to avoid difficulties, exhibits a professional demeanor and demonstrates leadership abilities.
• Organizes and manages multiple priorities efficiently.
• Processes expenses for the Chair and the Department Administrator.
  
  

Other duties as assigned.