Executive Assistant - Psychiatry

The University of Texas MD Anderson Cancer Center is a leading institution focused on cancer care, research, education, and prevention. Within the Department of Psychiatry, the Executive Assistant provides high-level administrative and operational support to departmental leadership, faculty, and staff while ensuring efficient coordination of schedules, communications, projects, and compliance-related activities.

The Executive Assistant plays a critical role in supporting departmental operations through calendar management, travel coordination, document preparation, financial reconciliation, project tracking, and faculty support activities. The Executive Assistant collaborates with internal and external stakeholders to help advance the department's academic, clinical, research, and administrative priorities. At UT MD Anderson, the Executive Assistant serves as a trusted partner in maintaining operational excellence and organizational effectiveness.

The ideal candidate will possess experience providing executive-level administrative support, coordinating complex schedules and travel arrangements, managing multiple priorities, preparing professional documents and presentations, and supporting departmental operations. Experience with financial reconciliation, faculty support functions, project coordination, and professional credential tracking. Five+ years of experience in executive support, senior administrative, executive secretary, or office management roles supporting senior leadership.

Salary Range: $53,000 - $66,000 - $79,000

Work Schedule: Works onsite two days a week

Why Us?
At UT MD Anderson, this role directly supports departmental leadership and faculty in advancing patient care, education, research, and operational excellence. The position offers opportunities to develop expertise in executive administration, project coordination, financial processes, and institutional operations while contributing to the mission of one of the nation's leading cancer centers. Employees benefit from a collaborative environment that supports professional development, work-life balance, and long-term career growth.
• Employer-paid medical coverage starting day one for employees working 30+ hours/week, plus optional group dental, vision, life, AD&D, and disability insurance. • Accruals for PTO and Extended Illness Bank, plus paid holidays, wellness, childcare, and other leave options. • Tuition Assistance Program after six months of service and access to extensive wellness, fitness, and employee resource groups. • Defined-benefit pension through the Teachers Retirement System, voluntary retirement plans, and employer-paid life and reduced salary protection programs.

Responsibilities
Administrative Support
• Prepare, compile, organize, process, and distribute internal and external correspondence, agendas, reports, manuscripts, abstracts, book chapters, presentation materials, and related documents. • Maintain and prioritize calendars for the Department Chair and assigned faculty while coordinating meetings and resolving scheduling conflicts. • Coordinate travel arrangements through Concur, including flights, hotels, car rentals, registrations, and related travel logistics. • Prepare travel expense reports, reconciliations, reimbursement requests, and maintain detailed reimbursement records. • Initiate meeting notifications, reminders, postponements, and cancellations for faculty and departmental meetings. • Support faculty administrative activities including appraisals, time-off requests, recruitment activities, visits, presentations, and meeting coordination. • Maintain Curriculum Vitae, NIH biographical sketches, and professional documents within MyCV while ensuring compliance and timely submission. • Track faculty credentials including medical licenses, DPS, DEA, BLS, visa documentation, and renewal deadlines. • Coordinate with Faculty Academic Affairs, Medical Staff Office, International Affairs, and other institutional departments regarding compliance and administrative matters. • Review faculty and departmental expense reports and assist with financial reconciliations while ensuring policy compliance.

Financial & Operational Coordination
• Monitor departmental procurement activities and verify appropriate object codes, company centers, and audit control compliance. • Maintain organized administrative records and documentation supporting departmental operations. • Communicate with internal and external stakeholders regarding administrative and operational requirements. • Ensure timely follow-up on critical administrative deadlines and faculty requirements.

Project Coordination
• Apply independent judgment and problem-solving skills to manage multiple complex projects supporting departmental leadership and faculty. • Coordinate, lead, and participate in departmental projects, task forces, committee initiatives, and institutional assignments. • Prepare and format materials for lectures, seminars, conferences, and departmental presentations. • Design and produce presentation slides, posters, educational materials, and promotional materials in accordance with institutional standards. • Coordinate recruitment and educational materials for institutional events and external conferences. • Maintain project logs, databases, and tracking tools while ensuring completion of assigned deliverables.

Periodic Duties
• Provide administrative support to departmental faculty, classified staff, and educational staff as needed. • Assist with the preparation and processing of manuscripts, journal articles, invited articles, book chapters, and books. • Coordinate protocols and manuscripts utilizing technical software packages. • Support departmental gatherings, special events, and programs sponsored by the Department Chair. • Assist the Administrative Director with onboarding and training new employees on departmental administrative processes.