Executive Administrative Assistant (HR Title: Administrative Assistant II)

Southern Methodist University•Dallas, TX

36d•Onsite

About The Position

This role is an on-campus, in-person position. The Executive Assistant provides high-level administrative support to designated Executive Directors or Assistant Vice Provosts within the Division of Enrollment Services. This role ensures the effective execution of administrative operations including budget, purchasing, travel arrangements, expense reports, HR processes, and building coordination. The position may also support shared responsibilities such as student worker oversight, room reservations, building supply orders and facilities liaison duties. This position requires strong collaborative presence, discretion, initiative, and the ability to build trusted relationships. Assignments may shift based on departmental needs and individual strengths.

Requirements

High School diploma is required. A Bachelor's degree is preferred.
A minimum of 1 year of experience is required in administrative support is required. Experience in higher education or enrollment services is preferred.
Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills.
Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time management skills.
Candidate should be detail oriented, able to work independently to meet deadlines, proficient in Microsoft Office Suite, have a proven ability to work in a fast paced always changing environment and be able to uphold confidentiality and discretion.
Candidate should be available to work occasional evenings and weekends for events and be able to drive motorized vehicles.
Sit for long periods of time
Lift 25 lbs.
Ability to bend, squat, stand reach above shoulders, push, pull and kneel.

Nice To Haves

Experience in higher education or enrollment services is preferred.

Responsibilities

Executive Support: Provide direct administrative support to assigned Executive Directors or AVPs.
Manage calendars, schedule meetings, and prioritize sensitive matters.
Draft and edit communications, memos, and reports.
Specialized administrative duties aligned with assigned AVP
Triaging issues required Eds or AVPs attention
Office Operations & Communication: Organize meetings and events, including logistics and communications.
Serve as point of contact for visitors and inquiries.
Coordinate internal and external communications.
Preparing meeting materials and notes
Budget, Purchasing, and Travel: Reconcile invoices, process travel requests and expense reports.
Monitor budgets and prepare regular financial reports.
Submit purchase orders and check requests.
Office supply inventory and orders (STAPLES)
Human Resources & Onboarding: Prepare HR paperwork for hires and promotions.
Coordinate onboarding tasks (equipment, access, cards, etc.).
Assist with recruitment and interview logistics.
Student Worker & Temp Staff Management: Track hours and leave for student workers and seasonal staff.
Liaise with Payroll for payment issues.
Serve as backup for bi-weekly staff reporting.
Building Coordination & Facilities Liaison: Oversee room reservations and building access.
Coordinate with Facilities for maintenance and space needs.
Manage shared resources and supplies.
Special Projects & Communications: Support division-wide initiatives (e.g., newsletters, events).
Assist with planning and execution of special projects.
Provide flexible support across departments as needed.

Benefits

SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution.
SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU.
The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.

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