Executive Assistant, UT Health Austin

University of Texas at Austin • Austin, TX

15d • $60,000 • Onsite

About The Position

The Executive Assistant provides high-level executive support to senior executives and administrators in a sizable department with a large volume of complex decisions. The role manages complex office decisions and supplies financial and other factual information from multiple sources, using independent and collaborative decision-making and reprioritizing workflows as needed. The position may also assist with supervising a large clerical staff function. Responsibilities include managing calendars and schedules, coordinating meetings, handling correspondence, and performing administrative work to support executive efficiency and effectiveness. The Executive Assistant works closely with administrative staff, department heads, and external stakeholders.

The role supports Dell Medical School and University initiatives through calendar and workflow management, communications, meeting and project coordination, document management, and financial administration. It is based in a standard office environment and involves repetitive keyboard use.

Requirements

• Bachelor’s degree; relevant education and experience may be substituted as appropriate.
• Five years of experience in a supportive administrative or clerical function, including two years at the Administrative Associate or Senior Administrative Associate level; relevant education and experience may be substituted as appropriate.
• Skill using office tools, databases, and communication platforms to streamline administrative workflows.
• Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint, and experience with data entry and CRM tools.
• Excellent verbal and written communication skills, including the ability to draft clear and concise emails, listen actively, and convey information accurately.

Nice To Haves

• Related experience in an academic healthcare setting.
• Working knowledge of UT policies and procedures.
• Working knowledge of UT financial systems such as Define, FRMS, Point Plus, and UT Market.
• Advanced proficiency with Microsoft Office.
• Demonstrated problem-solving experience and experience managing complex calendars.
• Startup experience in any sector.
• Experience in health care delivery.

Responsibilities

• Manage complex calendars and prioritize schedules and work products, reprioritizing workflow through independent and collaborative decision-making.
• Perform executive office administrative functions, deploying personnel and resources to meet deadlines, support efficient workflow, and ensure protocols and deliverables are met.
• Coordinate with administrative staff to facilitate workflow.
• Coordinate visitor travel and agendas, plan catering for meetings and events, and manage contact and committee membership lists.
• Find and organize internal and external information to support decision-making and reporting.
• Handle incoming and outgoing communications, including email and phone calls.
• Draft routine correspondence and prepare correspondence on behalf of assigned executives.
• Maintain professional correspondence logs, files, databases, and tracking systems.
• Act as a liaison between executives and other staff members.
• Conduct research and compile data for executive decision-making.
• Coordinate with departments to support project execution and collaborate with Dell Medical School departments, University offices, UT System, and external academic and private-sector entities on projects and initiatives.
• Schedule and attend meetings and take minutes as needed.
• Maintain and organize documents and records, prepare reports and presentations, and protect sensitive information.
• Manage assigned databases, including data entry, approval coordination, and email distribution.
• Process travel and purchasing transactions and reimbursements.
• Assist with preparing and completing the executive's annual budget.
• Process monthly account reconciliations and variance reports.
• Schedule travel, maintain records, and process reimbursements and related activities.

Benefits

• Retirement plan eligibility through the Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior