Executive Assistant - Education & Training
Job Posting for Executive Assistant - Education & Training at Education & Training - MD Anderson Cancer Center Careers
The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.
The primary purpose of the Executive Assistant position is to provide highly responsible, direct administrative support to the Vice President (VP) and Chief Education and Training Officer (CETO). The Executive Assistant is responsible for varied and extensive administrative duties requiring considerable independent judgment and complex analysis to gather facts and determine appropriate solutions based on experience and department practice.
JOB SPECIFIC COMPETENCIES
Administrative Management
· Calendar Maintenance
Organizes, schedules, and confirms all meetings and appointments promptly and professionally. Determines meeting priorities using judgment and analysis. Records pertinent events and functions in the calendar and manages executive time by providing reminders for daily meetings. Ensures detailed information regarding meeting context is available for the VP/CETO before meetings. Provides logistical support for meetings, including initiating calls, preparing appropriate documents, reserving rooms, catering, and equipment, and taking meeting minutes.
· Travel Management
Arranges all aspects of domestic and foreign travel following departmental and institutional policies. Reviews and provides travel information in advance of travel. Processes all necessary documents, including travel authorization, leave requests, itineraries, and reimbursements. Processes reimbursements and reconciles to ensure all expenses are paid.
· Department and Financial Management
Assists in the management of functional activities for the Office of the CETO, including asset inventory and personnel and records management, procurement activities, onboarding of new office of the CETO employees, updating of the Office of the CETO Org charts and contact rosters, Responsible for the reconciliation of assigned CETO funds and other business services.
Meeting Management
· Event Coordination
Coordinates special events, as requested, including securing event location, following departmental and institutional approval processes, ordering catering, polling parties for availability, sending out invitations, creating presentations to be shown, etc.
· Special Projects
Assists with special projects, as assigned, such as activities related to society membership and annual submission of executive’s direct reports performance evaluations.
Customer Service
· Communications
Possesses a professional demeanor and courteous attitude required for frequent interactions with institutional leadership. Acts as a liaison, transmitting directives, instructions, and assignments between the VP/CETO and subordinates. Responds promptly to requests professionally and can solve problems that may arise within daily activities, utilizing strong communication, organization, and multi-tasking skills. Communicates within and among team members. Manages the flow of information through screening phone calls, sorting mail, and summarizing requests before passing the information along.
Other duties as assigned
Education
Required: High school diploma or equivalent.
Experience
Required: Six years of administrative/secretarial experience supporting a leadership/executive level position. With preferred degree, two years of required experience.
Preferred: Previous experience in an executive assistant position.
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
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