Executive Support Specialist

Gulf Coast Blood • Houston, TX

8d

About The Position

Reporting to the Executive Support Manager, the Executive Support Specialist provides high-level administrative and operational support to executive leaders and their teams, ensuring seamless execution of priorities across the organization. This role combines traditional executive assistant responsibilities, flexible department-level support, and ownership of specialized operational areas that advance organizational effectiveness and governance. Specialists collaborate closely with each other, providing cross-coverage as needed to maintain uninterrupted support for leadership.

Requirements

• Associate's degree or equivalent from an accredited two-year college or technical school or equivalent work experience.
• Strong written and verbal skills, business acumen, and a minimum of two years of executive assistance experience.
• Minimum of two years of Project management or planning experience.
• Previous executive committee experience.
• Self-starter and professional decorum
• Exceptional computer skills. Proficient in Microsoft Office, Excel, and PowerPoint. Able to create databases, charts, spreadsheets (MS Project, Asana, Smartsheets).
• Exceptional attention to detail, quality, and accuracy.
• Ability to manage multiple projects and prioritize own work.

Nice To Haves

• Project Management Certification (PMI)
• Lean Six Sigma certification
• Previous leadership experience

Responsibilities

• Provide comprehensive administrative support including calendar management, travel arrangements, expense processing, and meeting logistics for assigned executives.
• Prepare, proofread, and format correspondence, reports, presentations, and communications on behalf of executives.
• Coordinate logistics for in-person, virtual, and hybrid meetings, including space reservation, technology setup, and materials preparation.
• Manage confidential information and sensitive communications with discretion and professionalism.
• Serve as liaison between executive leadership, internal teams, and external stakeholders.
• Participate in cross-coverage for fellow specialists, ensuring continuity of support during absences.
• Oversee the Executive sponsor department-related purchasing activities and ensure proper reconciliation of expenses
• Manage timekeeping functions and generate reports to support departmental oversight
• Support client-facing systems and assist with service coordination as needed
• Provide tailored support to the executive’s immediate team or department, based on priorities established by the executive leader.
• Facilitate communication flow, scheduling, and coordination within the department.
• Assist in coordinating departmental projects, communication, and initiatives as directed.
• Lead and own a designated operational area aligned to organizational priorities. Examples include but are not limited to:
• Board and governance materials preparation and coordination.
• Corporate event planning and execution.
• Executive and CEO performance reporting, including metrics tracking and content development.
• Governance communications or committee coordination.
• Maintain consistency in formatting, branding, and documentation standards across all executive communications and materials.
• Establish and maintain organized systems for document management, version control, and knowledge sharing.
• Support other projects and assignments as delegated by the executive leader or the Manager of Executive Support.
• Proactively identify opportunities for process improvement within administrative and governance support functions.
• Additional duties as assigned.

Benefits

• Medical Center location with FREE parking.
• Career advancement.
• Engaging and exciting opportunity to SAVE LIVES.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree