Executive Assistant

MD Anderson; Houston (TX); Hybrid; USD 35,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Tuition assistance

Pension plan

Job summary

MD Anderson Cancer Center seeks an Executive Assistant to the Department Chair in Investigational Cancer Therapeutics. The role coordinates administrative activities, calendar management, travel, and confidential communications for a leading clinical department.

The ideal candidate has prior experience supporting faculty or executive leadership, a bachelor’s degree, and expertise in administrative operations and professional communications.

Qualifications

• Prior experience supporting faculty or executive-level leadership.
• Bachelor's degree required; strong administrative operations experience preferred.
• Proficiency with office technologies, including PowerPoint and Microsoft Office.

Responsibilities

• Handle incoming calls for the department chair and manage calendar.
• Screen emails, transcribe dictation, and prepare confidential correspondence.
• Coordinate travel, lodging, and reimbursements for chair and visiting colleagues.
• Prepare materials for meetings and presentations; develop PowerPoint slides.
• Manage records and forms, and monitor deadlines for abstracts and travel submissions.
• Support department operations and project updates and maintain filing systems.

Skills

Calendar management

Travel coordination

Executive support

Administrative operations

Confidential communications

Education

Bachelor's degree

Tools

Microsoft PowerPoint

Microsoft Office

Job description

The Department of Investigational Cancer Therapeutics conducts broad Phase 1 studies across disease boundaries and molecular targets. We strive to provide outstanding patient care while performing innovative Phase 1 trials with new drugs that may eventually improve the management of cancer.

The primary purpose of the Executive Assistant position is to act as an assistant to a Department Chair of clinical area. Coordinates administrative activities and impacts department efficiency.

The ideal candidate will have prior experience supporting faculty or executive-level leadership, a bachelor's degree, and demonstrated expertise in administrative operations, calendar management, travel coordination, report preparation, and confidential communications. Strong organizational skills, professionalism, discretion, and proficiency with office technologies, including Microsoft PowerPoint, are highly desirable.

Minimum $25.48/hour - Midpoint $31.73/hour - Maximum $37.98/hour

Work Location: Texas Medical Center

Why Us?

• 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 & Executive Support

• Handle incoming calls for the department chair.
• Open, review, and distribute incoming and outgoing correspondence.
• Screen email communications and prioritize urgent matters requiring chair attention.
• Route messages to appropriate individuals and remove nonessential communications as appropriate.
• Print and organize priority messages for review.
• Transcribe machine and oral dictation of letters, reports, articles, memorandums, speeches, and scientific materials.
• Compose complex and confidential correspondence from basic information and distribute appropriately.
• Maintain current information related to PRS account balances, speaking engagements, and other administrative records.
• Complete and route routine institutional forms.

Calendar, Meeting & Travel Coordination

• Arrange appointments and meetings and maintain the chair's calendar.
• Coordinate conference room reservations and meeting logistics.
• Distribute meeting announcements and arrange catering services.
• Coordinate audio-visual equipment setup for meetings and presentations.
• Manage travel arrangements including registrations, flights, ground transportation, and lodging.
• Prepare travel reimbursement requests and supporting documentation.
• Monitor deadlines for abstracts, photographs, biographies, and travel-related submissions.
• Schedule and prepare itineraries for visiting physicians, researchers, colleagues, faculty candidates, and clinical fellow candidates.
• Prepare meeting folders, agendas, and supporting materials for appointments.

Reporting & Presentation Support

• Gather background materials for scientific reports, speeches, and articles.
• Prepare reports and coordinate presentation details.
• Develop slide presentations using Microsoft PowerPoint.
• Create financial, statistical, and narrative reports from worksheets and source documents.
• Track report status and ensure timely submission of required documents.
• Alert stakeholders regarding deadlines and initiate follow-up activities.
• Complete and route institutional forms accurately and efficiently.
• Follow up to ensure assignments are completed on schedule.

Department Operations & Project Support

• Assist with development and maintenance of departmental forms and procedures.
• Initiate and schedule meetings and coordinate meeting logistics.
• Prepare and distribute announcements, agendas, and supporting materials.
• Perform timekeeping functions for designated personnel.
• Support special projects and operational initiatives.
• Provide regular progress updates on assigned projects.
• Communicate routinely with the department administrator regarding activities and developments.

Records Management

• Maintain and enhance extensive filing systems supporting the chair's clinical, administrative, and scientific interests.
• Organize records to support efficient access, retrieval, and ongoing department operations.
• Perform additional duties and special assignments as needed.

EDUCATION

• Required: High School Diploma or Equivalent
• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: Six years Administrative/secretarial experience supporting a leadership/executive level position or Two years required experience with Bachelor's degree
• Preferred: Prior experience with faculty support

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

Additional Information

• Requisition ID: 182958
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 53,000
• Midpoint Salary: US Dollar (USD) 66,000
• Maximum Salary : US Dollar (USD) 79,000
• FLSA: non-exempt and eligible for overtime pay
• Fund Type: Hard
• Work Location: Hybrid Onsite/Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No