Executive Assistant / Administration / Fulltime / Day

Northwest Texas Healthcare System is a 495-bed system serving the city of Amarillo and the surrounding region. We offer the ideal combination of traditional values and the most advanced technologies in healthcare, plus the conveniences of big city living in a friendly, smaller-town atmosphere. From the beauty of Palo Duro Canyon and great recreational facilities to our quality educational system, Amarillo is a great place to live and work.

A hospital is only as good as its employees. That's why we're looking for professionals who are dedicated and passionate about their work. We're looking for employees who can add to our culture of exemplary patient care and personal excellence. We're looking for exceptional professionals who share our vision and values.

Visit us online at: https://www.nwths.com/careers

Position: Executive Assistant

Position Summary: The Executive Assistant provides comprehensive administrative support while collaborating with administrative officers and their assistants to ensure seamless operations. This role also manages special assignments and projects, contributing to organizational efficiency. Committed to a culture of Service Excellence, the Executive Assistant upholds its standards in all interactions with customer groups.

Job Duties/Responsibilities:

1. Completes all duties with little or no supervision.
2. This person must be well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
3. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive and resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
4. Provides administrative support for administrative executives as needed.
5. Maintains Outlook schedules for administrative executives as needed.
6. Responsible for calendar management, which requires interaction with both internal and external executives and assistants to coordinate a variety of complex meetings.
7. Schedules and troubleshoots meetings and attendance for Administrative Board and Conference rooms.
8. Arranges for travel schedule and reservations for administrative executives and employees as needed. This includes, but is not limited to air flights, hotels, restaurants, and even social events.
9. Tracks and submits documentation for travel reimbursement.
10. Copies and distributes travel requests with cover sheets to hospital employees after approval.
11. Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner.
12. Performs special projects and assignments to provide an integrated approach to all duties within the administrative and departmental services, and according to policy, procedure, regulations, and expectations.
13. Assists with data compilation for various projects and assignments, including creation of graphs, PowerPoint, and written presentations for executives.
14. Scans, faxes and distribute documents on an as needed basis.
15. Prepares agendas and transcribes minutes for meetings as necessary.
16. Maintains hard copy of current Integrated Manual for administrative purposes.

17. Assists the administrative executives and their departments with clerical functions related to budgeting and monitoring of budgetary parameters.
18. Initiates procedures for payment of various monthly administrative invoices.
19. Maintains physical and virtual filing systems in an orderly fashion for efficient retrieval of information.
20. Answers telephone and directs all incoming calls to appropriate party promptly or take messages.
21. Greets visitors to Administration and directs/escorts them to appropriate area. Acts as a liaison between customers and the personnel in the administrative suite.
22. Communicates and handles incoming and outgoing electronic and written communications on behalf of the administration as needed. This includes scheduled monthly letters, special memorandums and letters, as well as composed communications on behalf of the executives. Takes dictation and/or transcribe recorded dictation as needed.
23. Reviews and summarizes reports and documents; prepares background documents and outgoing mail as necessary.
24. Captures and documents meeting minutes.
25. Communicate with outside clients and vendors for administrative executives as necessary.
26. Helps and supports department level managers as needed.
27. Corresponds with educational institutions and completes education affiliation contracts. Communicates with these schools regarding clinical education schedules.
28. This position fills in for other executive assistants as necessary.

Benefit Highlights:

• Retention Bonus Program if offered.
• Loan Forgiveness Program if offered.
• Challenging and rewarding work environment
• Competitive Compensation & Generous Paid Time Off
• Excellent Medical, Dental, Vision and Prescription Drug Plans
• 401(K) with company match and discounted stock plan
• SoFi Student Loan Refinancing Program
• Career development opportunities within UHS and its 300+ Subsidiaries!
• More information is available on our Benefits Guest Website: uhsguest.com

About Universal Health Services

One of the nation's largest and most respected providers of hospital and healthcare services, Universal Health Services, Inc. (UHS) has built an impressive record of achievement and performance. Growing steadily since its inception into an esteemed Fortune 500 corporation, annual revenues were $15.8 billion in 2024. UHS was again recognized as one of the World's Most Admired Companies by Fortune; listed in Forbes ranking of America's Largest Public Companies. Headquartered in King of Prussia, PA, UHS has approximately 99,000 employees and continues to grow through its subsidiaries. Operating acute care hospitals, behavioral health facilities, outpatient facilities and ambulatory care access points, an insurance offering, a physician network and various related services located all over the U.S. States, Washington, D.C., Puerto Rico and the United Kingdom. www.uhs.com

Education, Training, Experience and Licenses/Registrations Required:

• High school diploma or equivalency
• Associate or bachelor's degree or Certified Professional Secretary (CPS) designation
• Proficient in all multiple Microsoft Office applications including but not limited to: Word, Excel, PowerPoint, and Outlook software. Competency at an Advanced level
• Typing skills of 60+ wpm
• Minimum 3-5 years' experience as Executive Assistant at an executive level, preferred
• Experience in a hospital and/or legal environment, preferred

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as exhaustive of all responsibilities, duties, and skills required of personnel so classified.

Physical and Sensory Requirements:

• Ability to read, write and communicate in English
• Ability to communicate with patients, families, staff, physicians, support agencies, vendors, and others
• Ability to remain calm under stress
• Ability to respond to telephones and other auditory stimulation
• Bending, lifting, grasping, fine hand coordination, pushing, and pulling

Disclaimer

Northwest Texas Healthcare System, a subsidiary of UHS, is not accepting unsolicited assistance from search firms for this employment opportunity. Please, no phone calls or emails. All resumes submitted by search firms to any employee at UHS via-email, the Internet or in any form and/or method without a valid written search agreement in place for this position will be deemed the sole property of UHS. No fee will be paid in the event the candidate is hired by UHS as a result of the referral or through other means.

EEO Statement

All UHS subsidiaries are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates. UHS subsidiaries are equal opportunity employers and as such, openly support and fully commit to recruitment, selection, placement, promotion and compensation of individuals without regard to race, color, religion, age, sex (including pregnancy, gender identity, and sexual orientation), genetic information, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws. We believe that diversity and inclusion among our teammates is critical to our success.

Avoid and Report Recruitment Scams

At UHS and all our subsidiaries, our Human Resources departments and recruiters are here to help prospective candidates by matching skill set and experience with the best possible career path at UHS

and our subsidiaries. During the recruitment process, no recruiter or employee will request financial or personal information (e.g., Social Security Number, credit card or bank information, etc.) from you via email. Our recruiters will not email you from a public webmail client like Hotmail, Gmail, Yahoo Mail, etc.

If you suspect a fraudulent job posting or job-related email mentioning UHS or its subsidiaries, we encourage you to report such concerns to appropriate law enforcement. We encourage you to refer to legitimate UHS and UHS subsidiary career websites to verify job opportunities and not rely on unsolicited calls from recruiters.