Executive Assistant III

Texas A&M University System•Kingsville, TX

3d•Onsite

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 position serves as a key liaison among university stakeholders, coordinates divisional initiatives and communications, supports strategic enrollment objectives, and manages highly confidential information while exercising considerable independent judgment and discretion. The role supports executive administration, enrollment coordination, stakeholder communications, meeting and event logistics, financial and budget processes, records management, compliance, and special projects. It also serves as the divisional 4DX coordinator, tracking strategic goals and performance updates. The position is security-sensitive, requires export-control authorization before employment begins, and requires compliance with applicable laws and university and system policies. The employee is expected to provide excellent customer service and contribute to a welcoming, student-centered environment.

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 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.
Ability to provide exceptional customer service, foster positive relationships, and promote a welcoming, responsive, student-centered environment.
Must obtain export-control authorization before starting employment.
Must comply with applicable state and federal laws and codes and Texas A&M University System and university policies, regulations, rules, and procedures.
Must perform job responsibilities safely and in accordance with System and University safety requirements.

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 point of 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 on behalf of the Vice President.
Handle confidential and sensitive information with discretion and professionalism.
Coordinate daily office operations and ensure administrative activities comply with university policies and procedures.
Serve as the primary liaison to Human Resources for personnel processes, including onboarding, offboarding, hiring actions, employee status changes, position management transactions, and employment documentation.
Coordinate annual reports, institutional effectiveness documentation, and related administrative reporting by collecting and maintaining required information, supporting materials, and schedules.
Support strategic enrollment initiatives by coordinating meetings, projects, and activities involving Admissions, Financial Aid, undergraduate and graduate recruitment, and other university departments.
Assist with tracking enrollment goals, key performance indicators, and divisional initiatives; compile and maintain enrollment data 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 at meetings and events as assigned.
Coordinate logistics for divisional meetings, advisory councils, enrollment committees, recruitment events, and university programs.
Prepare meeting materials, presentations, briefing documents, and supporting information for executive leadership.
Assist with planning and executing enrollment-related conferences, recruitment events, orientation programs, and special projects.
Process purchasing, travel reimbursements, invoices, and other financial documents according to university and Texas A&M System procedures.
Manage vendor contract, service agreement, and invoice processing and payment, ensuring compliance with applicable policies, procedures, and approvals.
Monitor departmental budgets and expenditures, prepare reports, maintain expenditure records, and assist with budget planning.
Maintain official records and documentation in compliance with state, federal, university, and system requirements; safeguard 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 goals, and coordinating performance updates for leadership review.
Coordinate special projects and strategic initiatives for the Vice President; research, analyze, and compile information to support executive decisions.
Develop administrative processes and procedures to improve operational efficiency within Enrollment Management.
Track project timelines and provide progress updates to leadership.
Perform other duties as assigned.

Benefits

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 listed coverage tiers.
Dental insurance.
Vision insurance.
Life insurance.
Accidental death and dismemberment insurance.
Long-term disability insurance.
Flexible Spending Account and Day Care Spending Account.
On-campus wellness programming.
Counseling, work-life assistance, financial resources, and legal resources.
Employee Tuition Assistance Program.
Book scholarships.
Public Service Loan Forgiveness.
Teacher Retirement System of Texas or Optional Retirement Plan, depending on position.
Voluntary tax-deferred account/deferred compensation plan.
Vacation leave of 8 or more hours per month.
Sick leave of 8 hours per month.
Eight hours of paid birthday leave.
12–15 paid holidays per year.
Professional development opportunities.
Competitive wages and benefits through the Texas A&M University System.