Full-Time
Chief Executive Assistant
Office of the President
Updated on 8/23/2026
Houston Methodist
Academic medical system
No salary listed
Houston, TX, USA
In Person
May require travel within and outside the Houston metropolitan area.
Bachelor's
Category
 Administrative & Executive Assistance (2) |
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Required Skills
Customer Service
Excel/Numbers/Sheets
Microsoft Outlook
Requirements
- A high school diploma or equivalent education is required.
- Seven years of experience supporting senior management, with demonstrated ability to manage confidential and sensitive information, is required.
- Sufficient proficiency in speaking, reading, and writing English is required.
- Ability to communicate effectively with patients, physicians, family members, and co-workers in a customer-service-focused manner is required.
- Professional-level verbal and written communication skills are required.
- Ability to organize a daily workload by priorities and shift tasks frequently and quickly is required.
- Ability to meet deadlines in a fast-paced, rapidly changing environment is required.
- Sound judgment and critical-thinking skills are required.
- Ability to create graphs and spreadsheets is required.
- Customer service skills are required.
- Ability to be versatile and adaptable to all situations is required.
- A proactive approach to problem-solving and strong decision-making skills are required.
- Ability to work independently or with a team is required.
- Proficiency with a personal computer and related software, including Microsoft Excel, PowerPoint, Access, Outlook, and Publisher, is required.
- Proficiency in spelling, punctuation, grammar, and other English language skills is required.
Responsibilities
- Serve as a liaison to secure appropriate executive participation in required meetings and events.
- Receive and handle inquiries, complaints, and requests related to system activities from management, patients, employees, local and state officials, the media, and the general public.
- Gather appropriate materials from the President, executives, and administrative staff to respond to inquiries, and route complex inquiries with supporting documentation to department leadership.
- Develop awareness of relationships with supporters and donors in patient settings and business or social events to better support the President.
- Maintain updated contacts in the President’s Outlook and manage appropriate mailing lists.
- Organize and expedite the flow of work through the executive offices to help alleviate the executive workload.
- Proactively solve problems, anticipate needs, and manage multiple ongoing priorities.
- Provide management with reports on needs, issues to be addressed, and information necessary to ensure department success.
- Work collaboratively with stakeholders to foster open communication, problem-solving, conflict mitigation, and resolution efforts.
- Recommend initiatives to improve department employee-engagement scores.
- Provide proactive and creative recommendations for meeting goals and handling identified risks and deviations.
- Prepare the President for internal and external meetings by identifying needed materials and coordinating with leaders and stakeholders to provide all relevant materials before meetings.
- Manage all internal and external communications from the President, including collaborating with the public relations team and stakeholders to send accurate executive communications.
- Coordinate meeting arrangements, itineraries, and meeting materials.
- Manage and prioritize the President’s calendar and office and hospital-network meeting schedules according to availability.
- Schedule and coordinate meetings, conferences, conference calls, virtual meetings, special events, and appointments, and keep the executive informed of schedule changes.
- Read, analyze, and prioritize incoming correspondence, memoranda, submissions, emails, abstracts, protocols, and reports to determine significance and plan distribution.
- Compose, proofread, type, and distribute letters, memoranda, reports, spreadsheets, presentations, and related outgoing materials.
- Ensure responses are sent for correspondence requiring a response, including letters from patients, employees, and external stakeholders.
- Conduct research, compile data, and prepare papers for executive, committee, and board consideration and presentation.
- Prepare agendas, arrange relevant meetings, and organize meeting materials.
- Manage scheduling requests for required meetings, retreats, staff meetings, director-group meetings, foundation events, and employee events.
- Ensure agendas, minutes, presentations, and other documentation are complete, timely, accurate, and compliant with standards and policies.
- Participate in performance-improvement activities supporting department and entity goals.
- Provide leadership in improving operations and safety, encourage accountability, and help investigate and solve workplace problems.
- Handle highly confidential documents and protect organizational confidential information, communications, and information management.
- Monitor and maintain departmental data with minimal supervision.
- Ensure quality and timely execution of deliverables and coordinate multiple deadlines for reports and presentations.
- Maintain credentialing and licensing requirements for medical staff and administrative memberships.
- Maintain an updated curriculum vitae and biographical sketch.
- Coordinate with current clinical staff to schedule patients who are members of a physician’s practice.
- Assist with preparing and tracking the annual operating budget.
- Schedule and coordinate travel arrangements efficiently and cost-effectively.
- Initiate financial documentation and check requests for invoices, business expenses, and other payments.
- Initiate office-equipment service calls and follow up to ensure maintenance and repairs are completed timely.
- Manage time independently, prioritize daily tasks, use time efficiently, and assist other team members.
- Offer innovative solutions through participation in performance-improvement projects and activities.
- Follow up on action items to ensure completion of assignments.
- Serve on and actively participate in committees as directed.
- Identify learning needs, pursue continuing education, and maintain the My Development Plan.
- Ensure career discussions occur with appropriate management.
Desired Qualifications
- Secondary-level education is preferred.
- Ability to take and transcribe dictation is preferred.
Houston Methodist is an academic medical system serving the Greater Houston region. The system provides hospital, specialty, emergency, outpatient, research, and medical education services across a network of care locations. It serves patients, families, clinicians, researchers, students, and communities across Southeast Texas. Its operating model centers on integrated hospitals and physician services supported by research institutes, education programs, technology, and system operations. Teams work across nursing, physicians, allied health, research, laboratories, technology, facilities, administration, and patient care. Teams support coordinated daily delivery.
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