Executive Assistant - UTHET Operations The University of Texas at Tyler - 3.7 Tyler, TX Job Details Full-time 1 day ago Benefits Retirement plan Qualifications Executive administrative support High school diploma or GED Stakeholder relationship building Full Job Description Required Application Materials A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.

Important Instructions:

When prompted to upload your "resume", upload your combined documents as one file. Please do not upload documents to "Cover Letter" or "References". If the required application materials were not uploaded at the "resume" prompt, please withdraw your application, and re-apply to upload your combined documents as one file. Job Summary The Executive Assistant provides high-level, confidential strategic and administrative support to senior hospital leadership. This role serves as a primary operational partner and gatekeeper for the Chief Operating Officer (COO), Chief Financial Officer (CFO), and Assistant Chief Nursing Officer (ACNO) at UT Health Science Center at Tyler (North Campus). The ideal candidate independently navigates complex institutional policies, balances varying executive leadership styles, and seamlessly orchestrates the daily business operations of a multi-executive suite. Major Responsibilities/Duties/Critical Tasks Executive Calendar & Liaison Operations Orchestrates and optimizes complex calendars for the COO, CFO, and ACNO; strategically prioritizes competing demands, resolves scheduling conflicts proactively, and ensures seamless daily transitions. Acts as the primary liaison and professional gatekeeper between the executive suite and internal/external stakeholders, including hospital leadership, medical staff, corporate partners, and the public. Manages time-critical, highly sensitive, and confidential information regarding hospital operations, financial metrics, and clinical leadership issues with total discretion. Financial & Analytics Support Provides administrative and scheduling support for the financial executive office, scaling up to deeper project support as delegated by leadership. Assists with the executive budget coordination process by gathering, auditing, and compiling departmental data as requested, ensuring timely submission to the Accounting Department. Prepares, tracks, and processes executive travel authorizations, complex itineraries, and expense/payment vouchers in strict compliance with institutional guidelines. Generates, compiles, and formats system-wide data reports, operational metrics, and spreadsheets for executive review. Efficiently processes invoices, purchase requisitions, and financial reconciliations for hospital vendors and contracts, ensuring strict alignment with departmental budgets and institutional compliance standards. Communications & Executive Briefings Designs and develops high-impact presentation packets, slideshows, and briefing materials for executive-level meetings, committee reviews, and healthcare workshops. Composes, edits, and proofs executive correspondence, speeches, memos, and routine communications to ensure absolute accuracy and alignment with corporate messaging. Plans and coordinates high-level committee meetings, educational workshops, and administrative conferences, including arranging complex AV setups, structured agendas, and precise minute-taking. Office Management & Administration Serves as the executive office Time and Attendance Liaison, managing precise record-keeping and payroll tracking compliance. Architects and maintains highly structured physical and electronic filing systems, ensuring compliance with data retention policies and rapid information retrieval. Triages incoming communications, including high-volume calls and mail, resolving independent inquiries and routing critical matters appropriately. Oversees the daily physical operations of the Executive Office, ensuring an elite level of professional presentation for visiting dignitaries, patients, and staff. Executes alternative departmental administrative directives and "other duties as assigned" with agility.

Required Education/Experience Education:

High school diploma. Bachelor's Degree in Business Administration, Healthcare Administration, or a closely related field preferred.

Experience:

Five (5) years of progressive experience in executive administration, business management, or a matrixed C-suite environment required (healthcare system or academic medical center background preferred). May accept a combination of education and experience.

Accompanying Knowledge, Skills, Abilities and Competencies Advanced Software Proficiency:

Expert knowledge of the Microsoft Office Suite (advanced Excel formulas/data manipulation, sophisticated PowerPoint design, and Word formatting).

Communication Excellence:

Polished, professional written and verbal communication skills tailored for executive leadership, medical staff, and institutional stakeholder interactions.

Adaptability & Agility:

Proven capacity to act as a self-directed operator, easily shifting styles to support diverse executive personalities while managing multiple priorities under pressure.

Diplomacy & Emotional Intelligence:

Exceptional interpersonal skills to collaborate across diverse workgroups and maintain respectful, diplomatic relationships at all staff levels.

Privacy & Discretion:

Absolute commitment to maintaining confidentiality and exercising flawless judgment when handling sensitive healthcare, personnel, or legal information. About The University of Texas at Tyler and UT Tyler Health Science Center The University of Texas at Tyler is part of the prestigious University of Texas System that includes 14 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges. Designated an R2 research institution by the Carnegie Classification of Institutions of Higher Education, UT Tyler supports our surrounding region through innovation intended to uplift communities, spearhead sustainability initiatives, preserve ecosystems and support entrepreneurship. UT Tyler has the highest Carnegie classification in East Texas. Providing exceptional patient care, comprehensive education and innovative research, The University of Texas at Tyler Health Science Center and UT Health East Texas combine to serve as the university medical center for Northeast Texas and beyond. For more information, please visit https://www.uttyler.edu/about. Why work for UT Tyler?

Find out more:

Why Work for UT Tyler? Additional Information The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire. For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits. Clinical Position Requirements Clinical positions may be required to complete a pre-employment health screening, following a contingent job offer, to determine whether they possess the physical capabilities needed to safely fulfill the specific demands of the position. Additionally, clinical positions require compliance with the University's Vaccine Preventable Disease Policy. EEO Statement The University of Texas at Tyler is an Equal Employment Opportunity Employer.