Executive Assistant, UT Health Austin

The University of Texas at Austin • Austin, TX

13d • Onsite

About The Position

The Executive Assistant provides high-level support to senior executives and administrators in a sizable department handling a high volume of complex decisions. The role manages complex office decisions, supplies financial and other factual information, and supports independent and collaborative decision-making as priorities and workflows change. The Executive Assistant may also assist with supervising a large clerical staff function.

The position manages calendars and schedules, coordinates meetings, handles correspondence, and performs administrative tasks to support executive effectiveness. It works closely with administrative staff, department heads, University offices, UT System, and external stakeholders. The role also supports project execution, document and database management, travel and purchasing, reimbursements, and budget-related activities.

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 in 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, prioritize executive schedules, and reprioritize workflows as needed.
• Perform executive office administrative functions, deploy personnel and resources to meet deadlines, 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 maintain contact and committee membership lists.
• Gather and organize internal and external information to support decision-making and reporting.
• Handle incoming and outgoing communications, draft correspondence for executives, and maintain correspondence logs, files, databases, and tracking systems.
• Act as a liaison between executives and staff members.
• Conduct research and compile data for executive decision-making.
• Coordinate with departments to support project execution and collaborate with Dell Medical School, University offices, UT System, academic entities, and private-sector organizations on projects and initiatives.
• Schedule, attend, and take minutes for meetings as needed.
• Maintain and organize documents and records; prepare reports, presentations, and other documents; and protect sensitive information.
• Manage assigned databases, enter data, coordinate approvals, and send emails.
• Process travel and purchasing transactions and reimbursements.
• Assist with preparing and completing the executive’s annual budget, processing monthly account reconciliations and variance reports, and maintaining travel records.
• May assist with supervision of a large clerical staff function.

Benefits

• Teacher Retirement System of Texas (TRS) retirement plan eligibility, subject to the position meeting the stated hours-per-week and employment-duration conditions.

What This Job Offers

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