Executive Assistant III

Texas A&M University System • Bryan, TX

2d • Onsite

About The Position

The Executive Assistant III to the Dean at the Texas A&M University Naresh K. Vashisht College of Medicine provides strategic administrative support to the Dean and helps advance the college’s mission and priorities. The highly visible position works closely with senior leaders, faculty, staff, students, and external partners to coordinate high-level initiatives, manage executive operations, and support college priorities. The role also manages the Office of the Dean’s administrative functions, supports the Executive Committee, coordinates meetings and events, and supervises administrative staff and student employees.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• Six years of related administrative experience.
• Ability to multitask and work cooperatively with others.
• Ability to build strong working relationships and a productive work environment.
• Knowledge of database, spreadsheet, presentation, and word-processing software.
• Excellent interpersonal and communication skills, with the ability to plan and organize effectively.
• Ability to maintain professionalism and composure.
• Ability to demonstrate initiative and independently take action to solve problems.
• Ability to handle sensitive data with extreme care and maintain confidentiality in sensitive situations.

Nice To Haves

• Master’s degree.
• Experience in higher-level education administration support.
• Experience working with a variety of individuals and communities.
• Strong organizational skills and attention to detail, with the ability to manage various tasks and priorities in a fast-paced environment.

Responsibilities

• Provide direct administrative support to the Dean of the Vashisht College of Medicine.
• Manage the Dean’s calendar, coordinate schedules, and arrange travel.
• Evaluate documents submitted for the Dean’s signature.
• Complete reports, take meeting minutes, and draft correspondence on behalf of the Dean.
• Manage the administrative functions of the Office of the Dean.
• Respond to phone, email, and in-person inquiries; schedule meetings by priority; and direct or delegate tasks to staff and departments.
• Monitor and manage account information and financial documentation.
• Maintain sensitive and confidential information.
• Assist new hires with integration into the Vashisht College of Medicine.
• Manage records for survey assessment and accreditation.
• Identify and recommend improvements to administrative procedures and make evaluative judgments when implementing changes.
• Formulate, interpret, and implement guidelines, rules, and regulations.
• Provide logistical support for internal and external meetings and special events, including preparation of background materials, scheduling, ordering, organizing, and disseminating information.
• Assist with college-wide events such as Commencement, tailgates, awards ceremonies, and staff appreciation events.
• Research and handle special projects.
• Manage the Executive Committee and ensure compliance with college guidelines.
• Oversee Executive Committee scheduling and agenda development; attend meetings; and track minutes and action items.
• Provide direct and indirect supervision of administrative staff and student employees in the Office of the Dean.
• Provide mentorship, technical administrative training, and guidance, and ensure quality of work, long-range planning, and workflow coordination.
• Perform other duties as assigned.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance; Texas A&M contributes 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 for health and wellness.
• Free LinkedIn Learning training, webinars, and limited financial support to attend conferences and workshops.
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee.
• Living Well employee wellness program.

What This Job Offers

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