Executive Assistant to the Provost and Executive Vice President of Academic Affairs

Tarleton State University•Stephenville, TX

23h•Onsite

About The Position

Tarleton State University is seeking an Executive Assistant to the Provost and Executive Vice President of Academic Affairs in the Office of the Provost. The position provides primary administrative support to the Provost and helps manage the office’s day-to-day operations, enabling the Provost to focus on leadership, strategic planning, and University initiatives. The role involves executive-level scheduling, meeting and event preparation, and comprehensive administrative and organizational support in a fast-paced environment. The position is in-office in Stephenville, Texas, with a Monday–Friday schedule from 8:00 a.m. to 5:00 p.m.; additional hours, including occasional evenings and weekends, may be required. The employee also serves as a Campus Security Authority (CSA).

Requirements

Bachelor’s degree from an accredited institution in an applicable field, or an equivalent combination of education and experience.
Four years of experience as an executive assistant or in a similar administrative or managerial role.
Exceptional organizational, multitasking, and time-management skills.
Strong oral and written communication skills.
Proficiency in Microsoft Office Suite and other relevant software.
Ability to maintain confidentiality, exercise good judgment, and act professionally with a high level of discretion.
Ability to maintain timeliness and attention to detail in a fast-paced environment.

Responsibilities

Coordinate and manage the Provost’s calendar, schedule meetings and events, optimize time management, and use independent judgment when scheduling or rescheduling requests.
Serve as the primary point of contact between the Provost and internal and external stakeholders, including managing the Provost Office’s general email and phone line.
Read, research, route, draft, and respond to correspondence and inquiries on behalf of the Provost; collect and analyze information; and coordinate communication with university and system divisions, colleges, and departments.
Prepare agendas, materials, and documentation for meetings attended by the Provost; attend meetings, take accurate minutes, and follow up on action items as needed.
Arrange the Provost’s travel, accommodations, and transportation; prepare itineraries; and process travel reimbursements and expense reconciliations.
Welcome guests and customers in person or by telephone, and answer or direct inquiries.
Maintain filing and retrieval systems and record meeting discussions to provide historical reference.
Support Provost-led projects, including academic leadership searches, consultant-led projects, and programming with external visitors.
Maintain confidentiality and protect departmental operations.
Manage the drafting, review, and submission of contracts and memoranda of understanding (MOUs) on behalf of the Provost’s Office.
Assist with planning and coordinating special events, conferences, and ceremonies hosted by the Provost’s Office.
Perform other duties as assigned.