Executive Assistant II

Texas A&M • College Station, TX

3d • $55,000 - $65,000

About The Position

The Graduate and Professional School is seeking an Executive Assistant II to provide advanced administrative support to our Leadership Team. We are looking for a proactive and highly organized professional who excels at managing complex calendars, coordinating meetings, and handling executive communications. The ideal candidate will oversee budgets, purchasing, and travel arrangements, and will coordinate technology, facilities, and project logistics. Experience supervising student workers and supporting cross-functional projects is highly valued. Strong organizational skills, attention to detail, and professionalism are essential for success in this role. Proficiency with Microsoft Office and university systems is required. If you are adaptable, resourceful, and committed to service and student success, we invite you to apply for this opportunity.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Four years of administrative experience supporting executives, directors, or senior administrators.
• Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally with internal and external stakeholders.
• Strong organizational, analytical, and problem-solving skills with attention to detail and accuracy.
• Knowledge of budget tracking, HR operations, procurement, and administrative systems.
• Proficiency in Microsoft Office Suite, Microsoft Teams, Zoom, and enterprise platforms such as Workday, Laserfiche, and Emburse.
• Ability to manage multiple priorities, meet deadlines, and adapt to shifting demands in a fast-paced environment.
• Discretion and professionalism in handling confidential and sensitive information.
• Ability to supervise student employees and foster a collaborative, service-oriented work environment.
• Commitment to the Graduate and Professional School’s values of service, inclusion, and student success.

Nice To Haves

• Experience in higher education administration, executive-level support, or projects.
• Experience coordinating HR processes, maintaining personnel records, and supporting employee lifecycle activities.
• Experience managing budgets, procurement, and travel reimbursements using systems such as Emburse.
• Experience coordinating technology inventory, annual refresh cycles, and facilities logistics in collaboration with IT and campus services.
• Familiarity with university systems, policies, and compliance standards.

Responsibilities

• Executive and Administrative Support
• Manages complex calendars and long-range scheduling for the Leadership Team, anticipating conflicts and aligning priorities.
• Coordinates meetings, prepares agendas, tracks action items, and ensures timely follow-up.
• Drafts, edits, and formats high-level correspondence, reports, and presentations with precision and adherence to branding standards.
• Screens and prioritizes communications, exercising sound judgment and discretion with confidential and sensitive matters.
• Serves as a trusted liaison and gatekeeper, managing access and requests on behalf of leadership.
• Provides administrative and logistical support for cross-functional initiatives, committees, and strategic projects.
• Facilitates communication across Graduate School units and with external stakeholders to ensure clarity and alignment.
• Collaborates with Executive Assistants within the Leadership Team suite to foster a cohesive, high-performing environment that delivers consistent executive-level support.
• Operations, Budget and Travel Management
• Oversees budgets for assigned units; monitors expenditures, reconciles accounts, and prepares accurate financial summaries and reports.
• Assists the Leadership Team with annual budget development, forecasting, and cost analysis to support strategic decision-making.
• Maintains and updates financial and administrative records to ensure compliance and accessibility.
• Coordinates procurement of supplies and services, including vendor communication and invoice tracking for timely processing.
• Processes purchasing, travel, and reimbursement transactions in Emburse with accuracy and attention to policy requirements.
• Arranges and manages travel logistics for Leadership Team members, ensuring efficiency and cost-effectiveness.
• Leads planning and execution of events involving the Leadership Team, including conference logistics, travel coordination, presentation preparation, and material shipment.
• Identifies and implements process improvements to enhance fiscal efficiency, compliance, and accountability across operations.
• Facilities, Technology and Project Coordination
• Oversees technology and equipment inventory for assigned areas, including procurement, tracking, maintenance coordination, and annual refresh planning in collaboration with IT.
• Acts as the primary liaison with IT and Space Management to coordinate building access, maintenance, repairs, and workspace needs within the Graduate School.
• Monitors shared office spaces to maintain a safe, functional, and professional environment.
• Supports planning and execution of projects, retreats, and events led by Leadership Team members, including logistics, materials, and space coordination.
• Tracks project timelines and deliverables to ensure timely completion and follow-through.
• Supervision and Other Support
• Supervises and provides day-to-day direction to student workers in the Leadership Team suite, including scheduling, training, and task delegation.
• May also guide and support temporary or administrative staff to ensure consistent service delivery and operational efficiency.
• Offers guidance to maintain effective service delivery and professionalism across all interactions.
• Performs additional administrative or project-based duties as assigned to support the mission and goals of the Graduate and Professional School.
• Performs additional administrative or project-based duties as assigned to support the mission and goals of the Graduate and Professional School.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts , and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee
• Living Well, a program at Texas A&M that has been built by employees, for employees

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 251-500 employees