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Executive Assistant - Pathology & Laboratory Medicine
**The first 3-6 months of this position will be 100% onsite before moving to 4 days onsite and 1 day remote. The ideal candidate will have strong prior executive support experience in a fast paced environment**
SUMMARY
The primary purpose of the Executive Assistant position is to coordinate and complete administrative activities for Division of Pathology and Laboratory Medicine leadership to ensure operations are effective, efficient and within budgetary standards.
JOB SPECIFIC COMPETENCIES
Administrative Support
- Provides comprehensive administrative support for the Division Head.
- Assesses support needs and coordinates daily arrangements for the Division Head and, if necessary, other Divisional staff.
- Provides an effective problem-solving interface for internal and external personnel who contact the Divisional office regarding a wide variety of issues.
- Maintains and manages the Division Head’s calendar of meetings and events.
- Exhibits strong interpersonal, decision-making, problem-solving, organizational and planning skills.
- Manifests integrity, maintenance of confidentiality, and compliance with institutional requirements.
- Demonstrates job knowledge and proficiency in transcribing, preparing, processing, maintaining, and approving all documents required for effective operation of the Division’s administrative office.
- Schedules meetings and teleconferences through use of polling of attendees and prepares agendas and documents for distribution.
- Maintains complex confidential patient and/or general office files.
- Compiles reports using computation and formatting skills.
- Composes formal and informal correspondence.
- Formats presentations, using strong writing, word-processing, presentation, and grammatical skills.
- Maintains the Division Head’s Curriculum Vitae, Biographical Sketch, and Other Support.
- Makes travel arrangements and prepares expense reports.
- Arranges conferences and events according to Divisional, Departmental, and institutional specifications, including booking of rooms, catering, equipment, etc., in accordance with guidelines.
- Acts as backup for Executive Director EA in maintaining daily operations of Executive Director’s office.
- Excellent typing and advanced Outlook, Word, PowerPoint, and Excel skills.
- Visually proofreads all documents for errors, formatting, design, and filing.
- Assists with preparation of and submits membership/nomination applications and letters of recommendation to State/Federal or non-profit agencies and other academic institutions.
Project Management
- Facilitates Division Head’s subspecialty pathology materials for clinical service.
- Coordinates special projects, and provides liaison work within the Division, other Divisions/Departments, and with hospital administration.
Other duties as assigned
EDUCATION
- Required: High School Diploma or Equivalent
- Preferred: Bachelor's Degree
WORK EXPERIENCE
Required: 6 years Administrative/secretarial experience supporting a leadership/executive level position.
2 years Required experience with Bachelor's degree.
The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.
This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.
It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state, or local laws unless such distinction is required by law.http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html
