Executive Assistant III

Texas A&M - Kingsville•Kingsville, TX

About The Position

The Executive Assistant III provides advanced executive-level administrative, operational, and project support to the Vice President for Enrollment Management at Texas A&M University–Kingsville. The role serves as a key liaison among university stakeholders, coordinates divisional initiatives and communications, supports strategic enrollment objectives, and handles highly confidential information with considerable independent judgment and discretion. The position supports executive administration, divisional enrollment coordination, communications, meeting and event planning, financial and budget processes, records management, compliance, project management, and special assignments. It also serves as the divisional 4DX coordinator, tracking strategic goals and coordinating performance updates for leadership review. The position is security-sensitive and requires export-control authorization before employment begins.

Requirements

Bachelor’s degree in a related field.
Six years of related experience.
Strong relationship-building and stakeholder-management skills.
Strong project-management and organizational skills.
Knowledge of office administration practices, procedures, and customer-service principles.
Effective verbal and written communication skills.
Ability to organize, prioritize, and manage multiple assignments while meeting established deadlines.
Ability to exercise sound judgment and discretion and maintain confidentiality when handling sensitive information.
Skill in coordinating meetings, events, schedules, and administrative activities.
Proficiency in Microsoft Office applications and other business-related software systems.
Ability to establish and maintain effective working relationships and collaborate with people at all organizational levels.
Ability to work independently, solve problems, and adapt to changing priorities in a fast-paced environment.
Commitment to Caring Campus principles and the ability to provide exceptional customer service, foster positive relationships, and promote a welcoming, responsive, student-centered environment.
Compliance with applicable state and federal laws and codes, Texas A&M University System and university policies, regulations, rules, and procedures.
Ability to perform job responsibilities safely and in compliance with System and University safety requirements.
Must obtain export-control authorization before starting employment.
Applicants are subject to a criminal history investigation and verification of credentials and other information required by the institution.

Responsibilities

Provide comprehensive administrative support to the Vice President for Enrollment Management, including managing complex calendars, scheduling meetings, coordinating travel, and prioritizing commitments.
Serve as the primary contact for internal and external constituents seeking information or access to the Vice President.
Prepare, review, edit, and distribute correspondence, reports, presentations, and official communications.
Handle confidential and sensitive information with discretion and professionalism.
Coordinate daily office operations in accordance with university policies and procedures.
Serve as the primary liaison to Human Resources for onboarding, offboarding, hiring actions, employee status changes, position management transactions, and required employment documentation.
Coordinate annual reports, institutional effectiveness documentation, and related administrative reporting by collecting and maintaining information, supporting materials, and schedules.
Coordinate meetings, projects, and activities supporting strategic enrollment initiatives across Admissions, Financial Aid, recruitment, and other university departments.
Assist with tracking enrollment goals, key performance indicators, and divisional initiatives; maintain enrollment-related data, reports, and records as needed.
Monitor action items and follow-up activities from enrollment management meetings and committees.
Facilitate communication between the Vice President and university leadership, academic colleges, departments, students, parents, and external partners.
Draft and distribute meeting agendas, minutes, and follow-up correspondence; coordinate timely, professional responses to inquiries.
Represent the Vice President's Office in meetings and events as assigned.
Coordinate logistics and prepare materials for divisional meetings, advisory councils, enrollment committees, recruitment events, university programs, conferences, orientation programs, and special projects.
Process purchasing, travel reimbursements, invoices, vendor contracts, and service agreements in accordance with university and Texas A&M System procedures and approval requirements.
Monitor departmental budgets and expenditures, prepare administrative reports, maintain expenditure records, and assist with budget planning.
Maintain official records and documentation according to applicable requirements, ensuring appropriate retention and security of confidential student and personnel information.
Assist with audits, public information requests, and compliance reporting.
Serve as divisional 4DX coordinator by scheduling accountability meetings, maintaining scoreboards and supporting documentation, tracking strategic-goal progress, and coordinating performance updates.
Coordinate special projects and strategic initiatives for the Vice President; research, analyze, and compile information for executive decision-making.
Develop administrative processes and procedures to improve operational efficiency, track project timelines, and provide progress updates to leadership.
Perform other duties as assigned.

Benefits

Opportunities for professional development.
Competitive benefits through the Texas A&M University System.
Medical insurance, with employee-only coverage listed at $0–$30 per month after the university contribution; the university covers up to 83% of premiums for other coverage tiers.
Dental and vision insurance.
Life insurance, accidental death and dismemberment coverage, and long-term disability coverage.
Flexible Spending Account and Day Care Spending Account.
On-campus wellness opportunities.
Counseling, work-life assistance, financial resources, and legal resources.
Employee tuition assistance program and book scholarships.
Public Service Loan Forgiveness.
Retirement through the Teacher Retirement System of Texas or Optional Retirement Plan, depending on position.
Voluntary tax-deferred account/deferred compensation plan.
At least 8 hours of vacation leave per month.
8 hours of sick leave per month.
8 hours of paid birthday leave.
12–15 paid holidays per year.