Executive Assistant and Operations Manager

University of Texas at Austin

2d • Onsite

About The Position

The Executive Assistant and Operations Manager provides executive-level administrative and operational support to senior executives, ensuring the seamless function of a fast-paced, high-performing leadership office. The ideal candidate is detail-oriented, highly organized, and adept at anticipating institutional needs.

Requirements

• Bachelor's degree or equivalent work experience.
• 5-7+ years of related experience, preferably with 5+ years, supporting C+ Suite or similar executives.
• Demonstrated ability to operate with a high degree of autonomy, discretion, professionalism and strategic judgment.
• Experience with CRM systems (e.g., Salesforce, Raiser's Edge).
• Advanced computer skills and strong content management systems (e.g., Box, Sharepoint).
• Proficiency with project management tools (Smartsheet, Planner, Trello, etc.) and ability to quickly build proficiency with new tools.
• Demonstrated success in planning, organizing, and completing projects.
• Strong communication skills, both written and verbal, with a high-level of attention to detail.

Nice To Haves

• Experience with fundraising or supporting fundraisers.
• Experience with budget management.

Responsibilities

• Executive Support Act as a strategic partner to AVP's, anticipating needs, managing priorities and supporting decision-making.
• Manage calendars, including scheduling meetings, appointments, and travel arrangements.
• Draft executive-level materials and communications with minimal direction.
• Exercise a high level of discretion and sound judgment with confidential and sensitive information.
• Provides back-up administrative support for the VP Office.
• Relationship Management Assists with donor portfolio management, including tracking next steps for gift conversations, developing high-quality donor-facing materials, and supporting stewardship strategies.
• Assists with vendor, contract, and MOU management.
• Liaises with internal/external stakeholders on behalf of AVPs.
• Organizational and Operational Management Assists with tracking progress on strategic initiatives and budget oversight.
• Develop and implement systems that improve workflow, communication and organizational efficiency.
• Lead preparation and follow-up for high-stakes meetings, including donor engagements or strategy sessions.
• Assists in external relations and other activities as assigned, including logistics for donor meetings, and VIP visits and providing support for devlopment activities.
• Coordinates cross-team communication and ensures deadlines are communicated.
• Perform other duties as assigned.

Benefits

• The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.
• Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level