Executive Assistant, School of Public Health

UT Southwestern Medical Center • Dallas, TX

17h

About The Position

The O’Donnell School of Public Health seeks an experienced Executive Assistant to provide strategic, high-level support to the Dean. This role is central to the effective operation of the Dean’s Office and requires a proactive professional capable of managing complex scheduling, coordinating domestic and international travel, processing reimbursements, drafting correspondence, and preparing executive-level documentation and presentations. The Executive Assistant will play a critical role in enhancing the Dean’s productivity and institutional impact.

In addition, this position serves as a key liaison among Associate Deans, faculty, staff, institutional partners, and external collaborators, ensuing clear communication and seamless coordination across constituencies. The ideal candidate brings exceptional professionalism, discretion, and organizational acumen, with demonstrated strength in project management and the ability to manage competing priorities in a dynamic academic environment. Emotional intelligence, resilience, and a strong executive presence are essential for success in this role.

Requirements

• Associate's Degree in business administration or related field.
• 8 years of progressively responsible business or administrative experience in university medical center, governmental environment, or equivalent.
• Will consider additional experience or education in lieu of requirements.
• Coordinates administrative functions of various sections within department to ensure universal applications of policy; assists in development and implementation of procedures to ensure operational efficiency.
• Maintains broad organization perspective to effectively carry out internal and external relationships of office, such as coordinating and interacting with other staff services departments concerning financial, budgetary, and personnel matters, and in general represents department in absence of top executive or administrator; reports fiscal and personnel status and activities to top executive.
• Maintains appropriate financial and personnel records.
• Provides counsel on administrative matters or decisions affecting interdepartmental relationships by supplying information from variety of sources.
• Examines correspondence, determines work priority, engages in obtaining and dispersing information as appropriate.
• Compiles averages and statistics. Prepares or directs preparation of charts, graphs, slides, and administrative reports as required.
• Makes arrangements for official guests and receives visitors as required.
• Appropriates and tracks funds as necessary.
• May plan, coordinate, assign, and review work of lower level support staff engaged in performance of moderately difficult and complex clerical work tasks, including responsibility for hiring, discharging, demoting, and recommending salary increases.
• Performs other duties as assigned.

Nice To Haves

• Bachelor’s degree in business, human resources, administration preferred
• 5+ years of direct experience supporting executive leadership in an academic medical center
• 3+ years of direct experience supporting executive leadership
• Experience in healthcare, academic/education or research environment
• Ability to take initiative and ownership of tasks/projects and work independently.
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated proficiency with Office software and email applications.
• Excellent verbal and written communication skills, including editing and proofreading.
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Ability to problem solve and think critically.
• Demonstrated ability to work collaboratively as part of a team, contributing to a positive, supportive, and solutions-oriented work environment.
• Proactive in anticipating the needs of those you support
• Project management experience/certification

Responsibilities

• Manage complex calendars, meetings, appointments, and travel arrangements for 2 Associate Deans and their respective staff
• Draft, review, edit and manage correspondence (email, letters, offers, reports)
• Prepare, edit, and format reports, presentations, guides, and other documents related to research initiatives and administrative matters
• Organize and facilitate meetings, including preparing agendas, distributing materials, taking minutes, and following up on action items.
• Maintain organized, confidential files, records, and databases.
• Track expenses, process reimbursements
• Supporting faculty recruitment activities by scheduling travel/accommodations, drafting itineraries, preparing interview materials; arranging faculty presentations; ensuring a positive candidate experience
• Assist in the preparation, submission, and monitoring of research grant proposals, ensuring compliance with institutional and funding agency guidelines.
• Manage and track progress on various projects and initiatives, ensuring timely completion and adherence to objectives
• Ability to multi-task, adapt to changing priorities, and meet deadlines.
• Provide backup support to the other Executive Assistants within the Dean’s suite

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree