Executive Assistant to the Academic Deans

Rice University•Houston, TX

6d•Hybrid

About The Position

The Executive Assistant to the Academic Deans of Rice Business provides advanced executive-level administrative support of a highly confidential and strategic nature to key academic leaders, including the Deputy Dean of Academic Affairs, Senior Associate Dean of Degree Programs, Associate Dean of the Virani Undergraduate School of Business, and Associate Dean of Degree Programs. Serving as a trusted partner to the Dean’s Leadership Team, this role is integral to supporting and advancing the operational and strategic priorities of Rice Business. This position requires exceptional judgment, professionalism, discretion, and a proactive approach to managing complex and often competing priorities in a fast-paced academic environment. Operating with a high degree of professionalism, the Executive Assistant anticipates needs, identifies and resolves challenges independently, and executes a broad range of responsibilities with minimal direction or follow-up. The role demands sound decision-making, adaptability, and the ability to handle sensitive matters with the utmost confidentiality and tact. As a key liaison between the Dean’s Office and internal and external stakeholders, the Executive Assistant manages high-level communications, coordinates complex calendars and travel arrangements, and ensures seamless execution of meetings, events, and strategic initiatives, all while consistently and accurately representing the school’s academic leadership. This position plays a vital role in enhancing the efficiency, effectiveness, and professionalism of the Dean’s Leadership Team while contributing to Rice Business’s commitment to excellence and service.

Requirements

Bachelor’s Degree (In lieu of the education requirement, additional related experience, above and beyond what is required, may be substituted on a year-for-year basis.)
Two or more (2+) years of professional experience as an executive assistant
Excellent verbal and written communication skills, including editing and proofreading
Excellent planning and organizational skills
High degree of emotional intelligence with demonstrated ability to handle sensitive issues and maintain confidentiality with discretion and ability to manage interpersonal dynamics among senior leaders.
Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
Contextual understanding of these senior leadership positions within the university framework
Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
Ability to multitask, adapt to changing priorities, and meet deadlines
Advanced computer skills and demonstrated experience with Microsoft Office Suite software and email applications.

Nice To Haves

10+ years of executive assistant and/or executive administrative experience
Experience working within higher education supporting academic deans
Significant technological experience, working with calendar management tools, virtual meeting platforms (Zoom, Teams), institutional systems (iO/Oracle), and Microsoft Office Suite

Responsibilities

Provides advanced and complex administrative and project-related support directly to each dean, prioritizing a wide range of projects and timelines.
Independently resolves problems as they arise – identifies priorities to ensure critical issues are addressed promptly and suggests and implements changes.
Completes complicated projects, often requiring independent research, with exceptional accuracy and efficiency.
Plans and coordinates complex domestic and international travel, including itineraries, expense tracking, and post-travel follow-up, ensuring all engagements are prepared, supported, and aligned with the leadership agenda.
Plans and executes key events hosted/supported by the Academic Deans, such as advisory board meetings, donor engagements, and strategic planning sessions, managing agendas, materials, logistics, and post-event actions.
Drafts, edits, and manages communications on behalf of the Academic Deans, including internal memos, external correspondence, reports, and sensitive or confidential messaging, and the development of briefings, itineraries, agendas, and related materials.
Leads the coordination of multi-layered calendars, high-stakes meetings, and recurring leadership engagements, ensuring optimal time utilization and follow-through on next steps.
Manages stakeholder relationships with professionalism, discretion, and responsive service.
Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls, and keeping each dean informed of all matters requiring their attention.
Maintains accurate records, filing systems, and documentation; safeguards the confidentiality of sensitive information, and ensures timely retrieval, reporting, and retention of all pertinent information and supporting materials.
Tracks key leadership initiatives and administrative priorities.
Continuously and proactively evaluates administrative workflows to maximize efficiency, reduce redundancy, enhance responsiveness, and identify improvements that enhance and support team collaboration.
May provide additional support related to the academic priorities associated with the faculty appointments held by the deans, including course support through Canvas and related activities.
Directs staff to perform various tasks and assignments.
Performs other duties as assigned.