Executive Assistant

GULF COAST REGIONAL BLOOD CENTER

 Location:   1400 La Concha Houston, TX  77054

Position Title: Executive Assistant 

Join our team of heroes!

Are you looking for more than a job? We are hiring a professional and results-oriented professional that has the ability to not only support but partner with the Executive team to achieve goals.

This position provides advanced support to designated members of the executive team and divisional leadership. This role is responsible for professionally managing a wide range of administrative support-related tasks; including but not limited to, managing calendars, scheduling and coordinating meetings, creating documents and presentations, managing expense reports and supporting various projects. The ideal professional will be able to work independently with little to no supervision in a fast-paced environment while proving to be highly resourceful, proactive and efficient. The individual will have the ability to exercise good judgment in a variety of situations, offer strong written and verbal communication, as well as administrative and organization skills, and have the ability to balance multiple priorities. Must be able to maintain strong interpersonal relationships with employees at all levels of the organization as well as external stakeholders.

This role is great for those who enjoy using their talents to add value to critical operations.

JUST FOR YOU:

• Career advancement opportunities.
• Competitive compensation and benefits package.
• Texas Medical Center location with free parking.
• Engaging and exciting opportunity to SAVE LIVES.

In this role, you will:

• Assist and communicate with executives in decision-making, program management, and initiative implementation.
• Strong project-reporting skills, with focus on interdepartmental communication
• Demonstrate ability in managing multiple calendars, generating correspondence and maintaining electronic records.
• Carries out routine executive administrative assistant duties to include serving as Recording Secretary for Committees and Institutional Review Boards.
• Schedules meetings, takes minutes, prepares presentations, performs filing/managing of documents, including regulatory and compliance correspondence.
• Prepares Schedules for visiting Residents and Fellows.
• Manages, directs, and screens incoming calls.
• Performs inventory and office supply management and purchasing.
• Updates and processes submissions, renewals and amendments made with agencies.
• Acts as a liaison for assigned executives and leaders with vendors, stakeholders and others as needed.
• Documents expenditures, maintains receipts and submits proper expense documentation monthly on behalf of assigned executives and leaders in accordance with the Expense Reimbursement Policy.
• Prepares and ensures preliminary medical director hospital reappointment packets are submitted by deadlines.
• Tracks and routes all incoming validations and investigations for medical staff signatures and delivers to the appropriate departments in a timely manner.
• Ensures arrangements are made and set up in an orderly fashion for all meetings concerning divisional support, including itineraries and catering arrangements.
• Ensures that meeting files (relevant correspondence, reports, and hotel/travel confirmations) are kept current and submitted in advance of meetings.
• Maintains detailed electronic calendars for business appointments and meetings. Creates and modifies appointments to accommodate business associates, altered meeting schedules, and unexpected emergencies.
• Drafts correspondences for assigned leaders and works with the Corporate Communications Manager where applicable.
• Maintains employee files including relevant certifications, licensure information.
• Maintains relevant regulatory information to support requests from accrediting bodies.
• Maintains medical Staff Call Schedule.
• Additional duties as assigned.

We need someone who has:

• Associate's degree or equivalent from an accredited two-year college or technical school or equivalent work experience. Strong medical terminology knowledge and business acumen; and a minimum five years executive administrative experience supporting medical operations; OR an equivalent combination of education and experience in the health care or executive assistant field.
• Self-starter and professional decorum
• Exceptional computer skills. Proficient in Microsoft Office, Excel (PivotTables and VLookup), and PowerPoint. Able to create databases, charts, spreadsheets.
• Exceptional communication skills, both oral and written.
• Exceptional attention to detail, quality, and accuracy.
• Ability to manage multiple projects and prioritize own work.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to operate a computer and other office machinery and remain in a stationary position. The employee must frequently lift and/or move up to 10 pounds. Employees are required to be familiar with and abide by the team lift requirements as specified in the Safety Program in an effort to prevent bodily injury and for the health and safety of others.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Think you have what it takes to save lives with us? We want to hear from you.

EQUAL OPPORTUNITY EMPLOYER STATEMENT

The Blood Center is an Equal Employment Opportunity Employer. Qualified applicants for positions are considered without regard to race/ethnicity, color, religion, national origin, age, pregnancy, sex, sexual orientation, gender identity, transgender status, military status, protected veteran status, disability status, genetic testing results or any other basis or characteristic prohibited by applicable law, statute, regulation or Executive Order.