Executive Assistant

Rice University•Houston, TX

4h•$70,000•Onsite

About The Position

The Executive Assistant will play a critical role in supporting the Dean of Humanities and Arts, Associate Deans, and ensuring the efficient operation of the Dean's office. Reporting to the Assistant Dean, this multifaceted position combines executive-level support with comprehensive office management duties, requiring a high degree of professionalism, discretion, and organizational skill. This role requires a dynamic and positive attitude, attention to detail, and the ability to handle sensitive information with discretion. In addition, this position serves as the central point of contact for the Dean of Humanities and Arts office, providing a welcoming and professional presence for visitors, faculty, staff, and stakeholders. The ideal candidate is a proactive, personable professional who thrives as a high-visibility “problem solver” within a dynamic Dean’s Office. They blend exceptional organizational skills with the initiative of a self-starter, anticipating needs and managing complex operations with both discretion and a “can-do” attitude. A confident communicator and dependable collaborator, they excel at building relationships across the organization while maintaining the highest standards of professionalism and punctuality. Ultimately, they are a dedicated, service-oriented individual who takes pride in ensuring a supportive, efficient environment for all stakeholders.

Requirements

Bachelor’s degree
2+ years of proven experience in office administration, project management, executive assistant, or similar
Demonstrated leadership skills with the ability to influence and motivate constituencies that may span multiple organizational boundaries
Excellent planning, organizational, and analytical skills, with the ability to prioritize tasks effectively
Excellent written and verbal communication skills
Exceptional attention to detail and a proactive approach to tasks
Demonstrated ability to make sound business decisions using good judgment and innovative, creative problem‑solving
Ability to handle confidential information with integrity and professionalism
Strong problem-solving skills and the ability to work independently with minimal supervision
Demonstrated ability to manage financial, organizational, and staff resources
Excellent interpersonal and communication skills with the ability to cultivate professional and business partnerships
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Proficiency in Google Calendar management

Nice To Haves

Experience working in higher education or other nonprofit institutions
Rice University experience

Responsibilities

Provide administrative support to the dean and associate deans, including full calendar management, scheduling, and meeting coordination
Prepare and edit correspondence, reports, presentations, and other documents as needed
Process monthly expense reports
Handle confidential information with a high level of discretion and professionalism
Assist in preparing for events such as chair and director meetings, lectures, advisory board meetings, external reviews, and job candidate visits, including preparing agendas, itineraries, and managing logistics, including travel
Coordinate communication between the deans and internal/external stakeholders
Serve as the first point of contact for the Dean of Humanities & Arts, welcoming and assisting visitors in a professional and courteous manner while serving as a resource for general inquiries
Manage room reservations and calendars for conference rooms and shared spaces
Answer and direct phone calls, manage emails, and sort incoming and outgoing mail
Serve as the primary contact for facilities and IT service requests, facilitating timely communication and resolution, particularly for shared spaces such as conference rooms
Arrange meetings and assist with routine conferences and workshops, including setting up Zoom meetings, ordering meals, and coordinating catering for the Dean’s office
Order and maintain breakroom and general office supplies, ensuring inventory is tracked and replenished regularly
Maintain a clean and organized reception area and shared spaces
Demonstrate initiative by identifying opportunities to improve office operations and proactively addressing issues
Performs all other duties as assigned
May support other programs, initiatives, and events in the Humanities