Executive Assistant - UTHealth Internal Medicine

The UTHealth Department of Internal Medicine in Houston, TX is seeking a proactive, detail‑oriented Executive Assistant to provide high‑level administrative support to our executive leadership team. This full‑time role offers the opportunity to take on a wide range of administrative and project‑based responsibilities that require strong initiative, sound judgment, and a high level of professionalism. Under general supervision, the Executive Assistant will help ensure seamless day‑to‑day operations while occasionally performing traditional secretarial duties. The ideal candidate will bring proven experience in calendar management, event planning, and strong communication skills to support a dynamic and fast‑paced environment.

What we do here changes the world. UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us you won't want to leave. It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:  

• 100%25 paid medical premiums for our full-time employees  
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year) 
• The longer you stay, the more vacation you’ll accrue! 
• Longevity Pay (Monthly payments after two years of service) 
• Build your future with our awesome retirement/pension plan! 

We take care of our employees! As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as... 

• Free financial and legal counseling 
• Free mental health counseling services 
• Gym membership discounts and access to wellness programs 
• Other employee discounts including entertainment, car rentals, cell phones, etc. 
• Resources for child and elder care 
• Plus many more! 

Position Summary:

• Provides administrative support to executive level leadership under general supervision. Performs work that is varied and generally administrative and/or project oriented with analysis. Work regularly requires use of initiative, discretion and independent judgment. This position may perform some secretarial support. Additional guidance may be provided with a detailed position description.

Position Key Accountabilities:

• Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
• Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches, mass communications, reports and presentation materials. May assist with grant and contracts materials.
• Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
• Responsible for filing systems, accuracy and compliance of files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files.
• Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
• Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
• Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems.
• Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
• May approve and coordinate purchases of office supplies and equipment.
• Screens calls and emails and receives and directs visitors.
• Retrieves information from departmental, university and/or system levels and/or project records and produces reports with analysis.
• Regularly handles the highest level of confidential information and sensitive issues.
• Provides guidance and direction to lower level staff.
• Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations.
• Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
• May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
• Advises on and may draft policies and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• Other duties as assigned.

Certification/Skills:

• Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required. 
• Use of University financial systems may be required.

Minimum Education:

• High School diploma or equivalent required. Bachelor’s degree preferred.

Minimum Experience:

• Six (6) years related work experience required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports required. May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

• Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

• This position is a security-sensitive position pursuant to Texas Education Code §51.215 and Texas Government Code §411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code §117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. §791.4.

Residency Requirement:

• Employees must permanently reside and work in the State of Texas.