Executive Assistant - Pathology & Laboratory Medicine

Join the nationally recognized team at the MD Anderson Cancer Center as an Executive Assistant within the Division of Pathology & Laboratory Medicine. This highly visible role is ideal for an experienced administrative professional who thrives in a fast-paced academic healthcare environment and enjoys supporting executive leadership through exceptional organization, communication, and project coordination. In this position, you will play a critical role in supporting divisional leadership operations while interacting with faculty, hospital administration, and multidisciplinary teams across one of the nation's leading cancer centers.

The Executive Assistant provides comprehensive administrative support to Division leadership, ensuring daily operations remain effective, efficient, and aligned with institutional priorities. Responsibilities include managing complex calendars and meeting schedules, coordinating travel arrangements and expense reports, preparing agendas and presentation materials, composing correspondence, maintaining confidential files and records, and supporting divisional meetings, conferences, and special events. This role also serves as a key liaison between divisional leadership, internal departments, faculty, and external stakeholders while helping facilitate communication and operational coordination across the division.

Additional responsibilities include maintaining leadership curriculum vitae and biographical materials, preparing reports and presentations, assisting with membership and nomination applications, coordinating teleconferences and events, supporting divisional projects, and providing backup support for executive office operations as needed. The Executive Assistant is expected to demonstrate strong judgment, professionalism, discretion, and the ability to manage multiple priorities while maintaining strict confidentiality and attention to detail.

The ideal candidate will have experience supporting executive-level leadership within a complex healthcare, academic, legal, or corporate environment and possess exceptional organizational, calendar management, communication, and problem-solving skills. Candidates should be highly proficient in Microsoft Office applications including Outlook, Word, PowerPoint, and Excel, with the ability to manage competing priorities, coordinate high-level meetings and events, and maintain professionalism in a fast-paced setting.

MD Anderson offers a collaborative and mission-driven environment focused on Making Cancer History, along with competitive compensation, comprehensive benefits, professional development opportunities, and the chance to support executive leadership at one of the world's most respected academic medical centers.

The first 3-6 months of this position will be 100% onsite before moving to 4 days onsite and 1 day remote. The ideal candidate will have strong prior executive support experience in a fast paced environment

JOB SPECIFIC COMPETENCIES

Administrative Support

• Provides comprehensive administrative support for the Division Head.
• Assesses support needs and coordinates daily arrangements for the Division Head and, if necessary, other Divisional staff.
• Provides an effective problem-solving interface for internal and external personnel who contact the Divisional office regarding a wide variety of issues.
• Maintains and manages the Division Head's calendar of meetings and events.
• Exhibits strong interpersonal, decision-making, problem-solving, organizational and planning skills.
• Manifests integrity, maintenance of confidentiality, and compliance with institutional requirements.
• Demonstrates job knowledge and proficiency in transcribing, preparing, processing, maintaining, and approving all documents required for effective operation of the Division's administrative office.
• Schedules meetings and teleconferences through use of polling of attendees and prepares agendas and documents for distribution.
• Maintains complex confidential patient and/or general office files.
• Compiles reports using computation and formatting skills.
• Composes formal and informal correspondence.
• Formats presentations, using strong writing, word-processing, presentation, and grammatical skills.
• Maintains the Division Head's Curriculum Vitae, Biographical Sketch, and Other Support.
• Makes travel arrangements and prepares expense reports.
• Arranges conferences and events according to Divisional, Departmental, and institutional specifications, including booking of rooms, catering, equipment, etc., in accordance with guidelines.
• Acts as backup for Executive Director EA in maintaining daily operations of Executive Director's office.
• Excellent typing and advanced Outlook, Word, PowerPoint, and Excel skills.
• Visually proofreads all documents for errors, formatting, design, and filing.
• Assists with preparation of and submits membership/nomination applications and letters of recommendation to State/Federal or non-profit agencies and other academic institutions.

Project Management

• Facilitates Division Head's subspecialty pathology materials for clinical service.
• Coordinates special projects, and provides liaison work within the Division, other Divisions/Departments, and with hospital administration.

Other duties as assigned

EDUCATION

• Required: High School Diploma or Equivalent
• Preferred: Bachelor's Degree

WORK EXPERIENCE

• Required: 6 years Administrative/secretarial experience supporting a leadership/executive level position.

2 years Required experience with Bachelor's degree.

The University of Texas MD Anderson Cancer Center offers excellent benefits, including medical, dental, paid time off, retirement, tuition benefits, educational opportunities, and individual and team recognition.

This position may be responsible for maintaining the security and integrity of critical infrastructure, as defined in Section 113.001(2) of the Texas Business and Commerce Code and therefore may require routine reviews and screening. The ability to satisfy and maintain all requirements necessary to ensure the continued security and integrity of such infrastructure is a condition of hire and continued employment.

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

Additional Information

• Requisition ID: 180582
• Employment Status: Full-Time
• Employee Status: Regular
• Work Week: Days
• Minimum Salary: US Dollar (USD) 53,000
• Midpoint Salary: US Dollar (USD) 66,000
• Maximum Salary : US Dollar (USD) 79,000
• FLSA: non-exempt and eligible for overtime pay
• Fund Type: Hard
• Work Location: Hybrid Onsite/Remote
• Pivotal Position: No
• Referral Bonus Available?: No
• Relocation Assistance Available?: No

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