Executive Assistant to the Pediatrician In Chief

We are searching for an Executive Assistant to the Pediatrician In-Chief -- someone who works well in a fast-paced setting. In this position, you will provide highly responsible administrative support to a Physician In-Chief resulting in effective communication internally and externally and assisting the multiple competing requests for the In Chiefs time.

Think you’ve got what it takes?

Job Duties & Responsibilities:

• Maintaining daily calendar, manage all phone calls, prepare correspondence, schedule meetings, and coordinate other communication, as well as other duties as assigned.
• Coordinate and maintain daily calendar of appointment. Communicate effectively with all levels of professional staff to insure key individuals are present at meetings. Prepare meeting agendas and materials. When applicable, attend meetings and record meeting minutes for distribution.

Make independent decisions regarding the scheduling and rescheduling of meetings. Requires a considerable amount of independent judgment and initiative.

• Work with Hospital Executives and Physician Leaders in accommodating their needs in relationship to the In-Chief. Requires clear verbal communication and good assessment skills in face-to-face encounters and telephone conversations. Must be able to speak on behalf of and make decisions on behalf of the Pediatrician In-Chief on routine and administrative matters.

Keeps Pediatrician In-Chief informed of important incoming communication that needs immediate attention. Remain easily accessible to Executive and practice leadership throughout the day to handle any issues that may arise. Compose, transcribe, type and proofread correspondence according to Hospital standards and by deadlines established by the In-Chief. Requires attention to detail and the ability to synthesize information from several sources. Business-professional and advanced writing skills are required.

• Collaborates with members of the leadership team and assists with the coordination of leadership and other designated meetings as evidenced by feedback from leadership team members.

Make travel arrangements to include hotel accommodations, transportation, and registration. Prepare and process travel reimbursement/expenses and obtain appropriate authorized signature prior to submission.

• Perform monthly reconciliation of procurement card.
• Handle high priority issues in a professional, courteous manner. Must be able to work independently with limited supervision, make decisions and resolve problems in the absence of supervision.
• Handles Pediatrician In-Chief incoming phone calls and, potentially, emails, requiring response within the day or returned calls within twenty-four hours.
• Ensures that reports are collected and/or prepared and submitted in a timely manner.

Opens and prioritizes In-Chief’s mail.

Skills & Requirements:

H.S. Diploma or GED required Bachelor's degree preferred 5 years of executive secretarial or comparable administrative experience required

Since 1954, Texas Children’s has been leading the charge in patient care, education and research to accelerate health care for children and women around the world. When you love what you do, it truly shows in the smiles of our patient families, employees and our numerous accolades such as being consistently ranked as the best children’s hospital in Texas, and among the top in the nation by U.S. News & World Report as well as recognition from Houston Business Journal as one of this city’s Best Places to Work for ten consecutive years.

Texas Children’s comprehensive health care network includes our primary hospital in the Texas Medical Center with expertise in over 40 pediatric subspecialties; the Jan and Dan Duncan Neurological Research Institute (NRI); the Feigin Tower for pediatric research; Texas Children’s Pavilion for Women, a comprehensive obstetrics/gynecology facility focusing on high-risk births; Texas Children’s Hospital West Campus, a community hospital in suburban West Houston; Texas Children’s Hospital The Woodlands, the first hospital devoted to children’s care for communities north of Houston; and Texas Children’s Hospital North Austin, the new state-of-the-art facility providing world-class pediatric and maternal care to Austin and Central Texas families. We have also created Texas Children’s Health Plan, the nation’s first HMO focused on children; Texas Children’s Pediatrics, the largest pediatric primary care network in the country; Texas Children’s Urgent Care clinics that specialize in after-hours care tailored specifically for children; and a global health program that is channeling care to children and women all over the world. Texas Children’s Hospital is affiliated with Baylor College of Medicine, one of the largest, most diverse and successful pediatric programs in the nation.

To join our community of 15,000+ dedicated team members, visit texaschildrenspeople.org for career opportunities. Texas Children’s is proud to be an equal opportunity employer. All applicants and employees are considered and evaluated for positions at Texas Children's without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.