Executive Assistant (Temporary)

The University of Texas at Austin • Austin, TX

316d • $48,750

About The Position

This temporary position will provide executive-level assistance to the Dean of the LBJ School of Public Affairs. We seek a detail-oriented professional with exceptional communication and organizational skills to provide direct support to the Dean.

Requirements

• Bachelor's degree.
• At least five years of experience with advanced administrative functions.
• Excellent oral and written communication skills.
• Professional demeanor and dedication to excellent customer service.
• Experience keeping organized records and planning events.
• Highly detail-oriented with outstanding organizational and time management skills.
• High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, etc.

Nice To Haves

• Experience supporting an executive.
• Prior experience working with UT Box.
• Experience in providing support in an administrative office at UT Austin; working knowledge of UT Austin policies and procedures.

Responsibilities

• Manage the Dean's priorities.
• Strategize with Dean on long-term and short-term priorities.
• Track the Dean's priorities and remind Dean and relevant parties about deadlines and commitments.
• Collaborate with Dean's Special Initiatives Project Coordinator to track and complete special long-term projects.
• Prepare the Dean for meetings and events.
• Craft presentations, reports, and communications.
• Prepare speaking notes for events and public appearances.
• Prepare meeting agendas and action items on the Dean's behalf.
• Communicate with the Dean's Scheduler and Administrative Associate regarding the Dean's calendar, scheduling, and travel arrangements.
• Cultivate Dean's relationships with internal and external stakeholders.
• Maintain effective and proactive communication with faculty, staff, alumni, administrators, and students, as required.
• Arrange for flowers, notes, gifts, etc. to show appreciation, condolences.
• Coordinate with development team to help Dean maintain relationships with supporters of the school.
• Liaise with Dean's contacts and direct reports.
• Serve as point of contact between Dean and leadership team, faculty, staff, students, university leadership, and external contacts.
• Follow up with the Dean's contacts and direct reports on projects.
• Collaborate with leadership team on dean's involvement in initiatives.
• Attend meetings with Dean and leadership team to review initiatives.
• Direct information flow through Dean's office.
• Collaborate with Senior Human Resources Coordinator for Academics on faculty recruitment.
• Assist with recruiting timelines, invitations to candidates, and on-campus visit announcements.
• Liaise between the Dean, HR, committees, and university administration on recruitment and hiring processes.
• Assist Dean with writing statements for hiring materials and related communications.
• Assist with voting on candidates at faculty meetings.
• Support faculty promotion and tenure processes and annual reviews.
• Serve as Dean's point of contact with faculty affairs and LBJ HR staff regarding promotion and reviews.
• Organize the Dean's schedule and preparations for these processes.
• Assist with the Dean's promotion letters and associated presentations.
• Coordinate Dean's support of human resources priorities.
• Collaborate with the HR staff and coordinate the dean's participation in community building initiatives.
• Manage recruiting timelines, interviews, and meetings for Dean's direct reports.
• Collaborate with HR staff to ensure effective onboarding.
• Document and update school-level policies as assigned by the Dean.
• Assist Dean with communications, written materials, and correspondence.
• Strategize Dean's communications with Chief Marketing Officer.
• Manage Dean's email correspondence.
• Draft, edit, and advise on letters, memos, and emails.
• Send correspondence on behalf of the Dean.
• Assist in the planning and execution of Dean's Office events and meetings.
• Oversee or coordinate staffing, logistics, and/or onsite support for events.
• Plan the annual all-day faculty retreat.
• Set meetings schedule, create and send out agendas, and oversee logistics for faculty meetings.
• Plan faculty celebrations and other ad hoc dean's events.
• Maintain Dean's Office records and coordinate the School's response to Open Records requests.
• Other duties as assigned.

Benefits

• Part-time temporary benefits eligible position.
• Retirement plan eligibility through Teacher Retirement System of Texas (TRS).

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Bachelor's degree