Executive Assistant II

Texas A&M University System•Stephenville, TX

18h•$49,000 - $68,331•Onsite

About The Position

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Executive Assistant II in the Division of Institutional Advancement. As part of a vibrant academic community dedicated to excellence in teaching, research, and service, this role offers the opportunity to contribute meaningfully to a university that values innovation, collaboration, and inclusive growth. Join us in advancing knowledge and transforming lives—on campus and beyond. Tarleton State University continues to grow its impact across Texas, with four distinct campuses located in Stephenville, Fort Worth, RELLIS-Bryan and Waco, along with a robust online community that extends our reach even further. At the heart of it all is Stephenville, where Tarleton State offers a dynamic environment for faculty and staff. From a lively live music scene and numerous local festivals to rich traditions rooted in the surrounding community, Stephenville provides a vibrant and welcoming atmosphere. No matter where you're located—on campus or online—you are part of a mission that transforms lives and makes a difference across the state of Texas and beyond. The Executive Assistant II provides senior-level administrative support to the Vice President for Institutional Advancement (VP)/Executive Director for the Tarleton State University Foundation and the Associate Vice President for Development (AVP), while providing comprehensive support for all activities housed and coordinated within the Division of Institutional Advancement. Serves as the division HR contact and issues final purchasing approvals. This role is responsible for performing a wide range of duties in support of the office of Institutional Advancement, including HR transaction processing in Workday (onboarding, offboarding, and data maintenance), purchasing and invoice processing in AggieBuy, budget management in Canopy, travel coordination and expense reporting in Emburse, and general calendar and event management. This position requires a high degree of professionalism, discretion, and the ability to coordinate with internal departments and external stakeholders. The Executive Assistant plays a key role in supporting the daily operations and strategic priorities of the division through effective communication, organization, and attention to detail. The position also manages correspondence, maintains office records, assists with planning and logistics for meetings and events, supervises student employees, and ensures a professional, welcoming front-office presence. The Executive Assistant maintains high-level interactions with the campus community and assists with highly confidential and critical academic and/or administrative matters. Provides administrative support in many facets to members of Institutional Advancement and does so with a strong and effective customer service orientation. This is an on-site position located at Tarleton State University’s Stephenville, Texas campus. Work hours are generally Monday through Friday, 8 AM-5 PM or as work requirements indicate. Work hours: Mon-Fri; 8 AM-5 PM with some nights and weekends required. Serves as Campus Security Authority (CSA).

Requirements

Bachelor’s degree in an applicable field or equivalent combination of education and experience
Four years of closely related administrative support experience, preferably in higher education
Knowledge of word processing, spreadsheet, and presentation applications
Strong interpersonal and communication skills
Demonstrated planning and organizational skills
Experience in monitoring budgets and purchasing activity
Consistently maintains a high level of integrity and discretion in handling confidential information
Ability to react with appropriate levels of urgency to situations and events that require a quick turnaround
Makes appropriate, informed decisions with high regard for priorities and available time.
Ability to complete a high volume of tasks and projects with little or no guidance
Ability to multitask and work cooperatively and productively with others

Responsibilities

Provides senior-level assistance to the Vice President, Associate Vice President, and sometimes Directors in Institutional Advancement.
Coordinates some aspects of paperwork flow and approvals regarding budgets and purchasing processes.
Exercises initiative and judgment in strategically relieving the VP and AVP of many routine, but important operational matters.
Manages and coordinates all weekly meetings, including room reservations, agenda creation, and technology issues, and facilitates during meetings.
Demonstrates leadership by working with the VP and AVP to plan, coordinate, and execute high-level special events involving the president, top donors, and state, local, and system dignitaries.
Evaluates and assists in developing office policies and procedures, as well as anticipating future needs as the division grows.
Collaborates across campus with other divisions, particularly The Office of the President, and maintains positive relationships across the university.
Provides exemplary customer service and answers questions pertaining to the division and university for both internal and external constituents.
Supports the Associate Vice President in managing accounts under the Division of Institutional Advancement.
Assists in the preparation of budgets, account reports/summaries, and helps to manage division finances for Directors, Associate Vice President, and VP.
Coordinates travel for IA leadership.
Reinforces purchasing rules in accordance with trademark and licensing policies of the University, as detailed by the Division of Marketing and Communications.
Offers insight into the division on all historical documentation of budgets.
Works with the Budget Specialist to help analyze and maintain the division’s budget and funding and offers recommendations for efficiency and cost-saving opportunities.
Helps to manage the overall division accounts and prepares the Directors, the Associate Vice President, and the Vice President with annual budget reports to create each fiscal year’s budget.
Serves as the Institutional Advancement Human Resources liaison.
Helps to process and route hiring actions for onboarding and offboarding of team members.
Facilities new full-time hiring documents to new hires and coordinates with IA department heads for job transfers and salary adjustments.
Enters Cost-Allocations.
Maintains confidential staff files and division records to assist with historical information while operating in accordance with federal, state, system, and university compliance retention.
Operates at a high professional level with materials and information of significant importance, in accordance with privacy laws.
Serves as the Manager for the Office of the Vice President and Associate Vice President by responding to requests from internal and external constituents, managing travel arrangements and reimbursements, and maintaining contacts with dignitaries and friends of the university.
Crafts and/or reviews correspondence and document drafts, contracts, etc.
Coordinates arrangements for the reception of official visitors to the campus and serves as an official representative of the university at multiple functions across a variety of programs.
Provides support and fields inquiries for other Executive Assistants on campus.
Other duties as assigned.