Senior Executive Assistant - Office of the President

Utmb; Galveston (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

UTMB Health seeks a Senior Executive Assistant to support the President, Chief of Staff, and the executive team. You will manage calendars, plan travel, handle correspondence, and prepare confidential documentation while representing the Office of the President with discretion and professionalism.

You will promote effective communication with internal teams and external stakeholders, coordinate meetings and events, and contribute to budget tracking and office operations as needed.

Qualifications

• Associate's degree or equivalent and seven years of professional executive-level experience.
• Experience serving as liaison between the President's Office and the institution.
• Ability to manage schedules, travel, expense reports, and confidential documentation.

Responsibilities

• Serve as liaison between the President's Office, Chief of Staff, and the institution.
• Provide direct administrative support to the President, including calendar management and travel planning.
• Handle email, mail, telephone contact, and expense reimbursement documentation.
• Execute administrative duties with discretion and judgment at the highest level.
• Ensure effective communication and timely responses to requests and projects.
• Support interdepartmental collaboration and patient services communications as needed.
• Oversee daily operations of the President’s Office and guide staff accordingly.
• Assist in developing the budget and track expenses for the office.

Skills

Executive support

Research & analysis

Calendar management

Communication

Education

Associate's degree or equivalent

Tools

Microsoft Office Suite

Job description

Senior Executive Assistant - Office of the President

Associate's degree or equivalent and seven years of professional experience at the executive level.

Job Description:

To provide executive-level support, including research and analytical duties, to the President, the President’s Chief of Staff, and the President’s team in carrying out the missions of the institution. Serves as a liaison between the President’s Office and the institution-at-large. Provides support in daily operations by collaborating with and providing leadership and guidance to other staff members in the executive suite. Maintains and promotes a cooperative, collaborative, customer-focused work environment and effective communication between the Office of the President and members of the public and the organization as a whole.

Preferred Qualifications:

Relevant UTMB or healthcare experience.

Job Duties:

• Serves as the liaison and interface between the President's Office, Chief of Staff, and the institution-at-large, its committees, and the education, health care, and research staffs.
• Provides direct administrative support to the President by managing schedules/calendars; handling email, mail, and telephone contact; planning travel; completing documentation for expense reimbursement; and other executive-level administrative support tasks.
• Executes, with minimal direction, administrative duties at the highest level, using significant discretion and judgment.
• Receives and tracks various requests, communications, and projects for the President and keeps the President informed about the progress and completion of these projects. May include conducting brief background research on organizations/constituents seeking interaction with the President.
• Promotes effective intra- and inter-office communication; ensures requests are responded to professionally and effectively, and deadlines are met.
• Supports patient advocacy by communicating efficiently with the Patient Services division to ensure that patients have access to appropriate information and resources and that patient complaints are resolved confidentially and appropriately.
• Manages the daily operations of the President’s Office by collaborating and communicating effectively and providing leadership and guidance to other members of the President’s team.
• Assist in developing the budget for the President’s Office; tracks expenses and fund expense usage reports for endowments under the control of the Office of the President.
• Oversees and assures compliance with annual space survey, surplus inventory tracking, web trax inventory, and serves as inventory asset custodian.
• Serves as the liaison for communication and operations with areas that report directly to the President.
• Plans, organizes, and coordinates administrative responsibilities, including site visits, meetings, conferences, teleconferences, special events, speaking engagements, and other activities.
• Assists top executives in establishing and attaining goals and objectives.
• Coordinates and interacts with other executives and administrators or their associates, within institutional, system, or governmental settings.
• Prepares or directs preparation of reports, graphs, and charts.
• Responds to or initiates correspondence of a confidential or technical nature.
• Assist in maintaining updated institutional committee membership lists, appointment letters, and charters, and ensure selection of members and completion of annual appointment letters in a timely manner.
• Interviews candidates for administrative staff positions within the department.
• Represents the President’s Office with the highest level of integrity, confidentiality, professionalism, respect, and a commitment to serving others.
• Adheres to internal controls and reporting structures.
• Performs related duties as required.

Salary Range:

Actual salary commensurate with experience.

Work Schedule:

Monday through Friday, 8 am to 5 pm, and as needed.

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.