Hybrid Executive Assistant to Psychiatry Leadership

MD Anderson; Houston (TX); Hybrid; USD 53,000 - 79,000; Full time

Benefits offered by this job

Medical coverage starting day one (30+

Dental, vision, life, AD&D, disability

PTO & holidays

Tuition assistance

Pension / retirement plans

Job summary

The University of Texas MD Anderson Cancer Center in Houston seeks an Executive Assistant to provide high-level administrative support to the Department of Psychiatry leadership and staff. The role manages calendars, travel, documents, and financial reconciliations while coordinating complex projects and compliance tasks.

Ideal candidates have extensive executive-support experience, document preparation skills, and credential tracking.

Qualifications

• Required: High School Diploma or Equivalent.
• Preferred: Bachelor's Degree.
• Six years Administrative/secretarial experience supporting a leadership/executive level position.
• 5+ years of experience in executive support, senior administrative, executive secretary, or office management roles.

Responsibilities

• 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.

Skills

Executive support

Calendar management

Travel coordination

Document preparation

Financial reconciliation

Project coordination

Faculty support

Credential tracking

Stakeholder communication

Education

High School Diploma or Equivalent

Bachelor's degree preferred

Tools

Concur

Job description

The University of Texas MD Anderson Cancer Center in Houston seeks an Executive Assistant to provide high-level administrative support to the Department of Psychiatry leadership and staff. The role manages calendars, travel, documents, and financial reconciliations while coordinating complex projects and compliance tasks.

Ideal candidates have extensive executive-support experience, document preparation skills, and credential tracking.