Executive Assistant/ Sr. Executive Assistant – School of Dentistry – Office of the Dean

UTHealth Houston•Houston, TX

23d•Onsite

About The Position

The UTHealth Houston School of Dentistry is seeking a dynamic and highly skilled Executive Assistant/ Sr. Executive Assistant to provide high-level administrative support to the Dean and leadership team. This role includes managing complex schedules, coordinating executive travel, organizing meetings and acting as the primary liaison between leadership and key stakeholders. Additional responsibilities include preparing and editing executive communications, processing reimbursements, generating reports, supporting recruitment efforts, committee appointment support, and assisting with accreditation activities. The ideal candidate possesses exceptional organizational skills, discretion, and independent judgment, complemented by strong interpersonal skills and executive presence. Success in this role requires initiative, emotional intelligence, and the ability to thrive in a collaborative environment. Experience in healthcare administration, higher education, or academic support is preferred. This is an outstanding opportunity for a detail-oriented professional who enjoys managing complex priorities and contributing to the success of a leading academic health science center.

Requirements

Advanced working knowledge of standard Office Software such as Word, Excel, PowerPoint and Outlook is required.
Use of University financial systems may be required.
High School diploma or equivalent required.
Six (6) years related work experience required.
Extensive experience with scheduling, maintaining calendars, and travel itineraries required.
Prior experience preparing meeting materials or general reports required.
Employees must permanently reside and work in the State of Texas.

Nice To Haves

Bachelor’s degree preferred.
Ability to use AI-based productivity tools to improve efficiency is preferred.
Experience in healthcare administration, higher education, or academic support is preferred.

Responsibilities

Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor.
Composes correspondence and memoranda; prepares graphs, tables, manuscripts, speeches, mass communications, reports and presentation materials. May assist with grant and contracts materials.
Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
Responsible for filing systems, accuracy and compliance of files, records and reports for assigned area. Maintains knowledge base of legal and regulatory requirements of files.
Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems.
Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
May approve and coordinate purchases of office supplies and equipment.
Screens calls and emails and receives and directs visitors.
Retrieves information from departmental, university and/or system levels and/or project records and produces reports with analysis.
Regularly handles the highest level of confidential information and sensitive issues.
Provides guidance and direction to lower level staff.
Assists with interviewing, orientation and scheduling of staff. Provides input into lower staff performance evaluations.
Serves as a high level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations.
May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
Advises on and may draft policies and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
Other duties as assigned.

Benefits

100% paid medical premiums for our full-time employees
Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)
The longer you stay, the more vacation you’ll accrue!
Longevity Pay (Monthly payments after two years of service)
Awesome retirement/pension plan
Free financial and legal counseling
Free mental health counseling services
Gym membership discounts and access to wellness programs
Other employee discounts including entertainment, car rentals, cell phones, etc.
Resources for child and elder care