Executive Assistant II

Texas A&M • College Station, TX

22h • Onsite

About The Position

We’re seeking a highly organized, resourceful professional who excels at supporting senior leaders and keeping complex operations running smoothly. In this role, you’ll provide high-level administrative, executive, and operational support to the Senior Associate Dean and the Associate Dean for Research and Scholarship while helping coordinate activities across the Mays Business School Dean’s Suite. The ideal candidate is known for discretion, sound judgment, and the ability to manage competing priorities in a fast-paced environment. You’ll collaborate with a variety of stakeholders, anticipate needs, and ensure time-sensitive tasks are handled with accuracy and professionalism. If you enjoy solving problems and take pride in helping leaders focus on strategic priorities, we encourage you to apply.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Four years of experience in office administration.
• Ability to multitask and work cooperatively with others.
• Knowledge of word processing, spreadsheet, database, and presentation applications.
• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.
• Interpersonal and communication skills.
• Planning and organization skills.
• Proficiency with TAMU systems, including payment card management, travel system.
• Ability to balance competing priorities across senior leaders.

Nice To Haves

• Experience independently managing confidential information, exercising sound judgment, and coordinating administrative operations in a fast-paced, customer-focused environment.
• Experience providing executive-level administrative support to senior leaders in a higher education, academic, nonprofit, government, or similarly complex organizational environment.
• Experience managing complex calendars, coordinating meetings and events, arranging travel, preparing expense reports, and using enterprise administrative systems such as Emburse, AggieBuy, payment-card platforms, or comparable systems.
• Proficiency with TAMU systems, including payment card management, travel system.

Responsibilities

• Serves as the principal administrative and executive assistant to the Senior Associate Dean and the Associate Dean for Research and Scholarship.
• Manages calendar scheduling, meeting prioritization, and coordination with internal and external stakeholders.
• Prepares materials, tracks action items, and follows up on deadlines tied to strategic initiatives.
• Makes travel arrangements and processes expense reports.
• Prepares and tracks non-travel expense reports.
• Serves as a point of contact and facilitates effective communication between leadership, faculty members, researchers, PhD students, and other stakeholders.
• Interprets and communicates university policies and procedures, resolving complex administrative issues independently.
• Supports execution of special projects and initiatives.
• Plans and coordinates administrative activities and services.
• Participates in the planning and execution of administrative operations.
• Develops administrative objectives and strategies and makes recommendations for improvements.
• Efficiently manages calendar coordination, schedules appointments, coordinates meetings and events, and handles calendar conflicts for the Dean’s Office Shared calendars.
• Greets and assists visitors to the Dean’s Suite; monitors and manages access to suite areas by directing visitors appropriately, confirming staff availability, and ensuring a professional, welcoming, and orderly environment.
• Responsible for collecting information in support of the college newsletter, Mays Monthly.
• Runs errands and provides copying and scanning support as needed.
• Supervises Dean’s Office student workers.
• Coordinates logistics for high-level meetings, faculty engagements, events and travel.
• Supports programming, awards, events and faculty processes.
• Plans and coordinates meetings, seminars, and other events within the Office of the Dean. Includes catering orders, awards orders, logistical oversight, technology setup and support, and preparing itineraries.
• Manages office supplies, swag and drink inventories for the Office of the Dean, including ordering as needed.
• Procures office supplies through AggieBuy, maintains appropriate inventory levels, and ensures cost effective purchases.
• Coordinates office records retention and maintains office references and resources materials.
• Assists the Director of Learning Environments with managing the Mays events center requests and calendars.

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
• Free exercise programs and release time
• 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: Entry Level