Executive Assistant

The University of Texas at Austin • Austin, UT

8d • Onsite

About The Position

The Executive Assistant provides high-level support to the Associate Vice Provost and Executive Director of Extended Education Ventures (EEV) and plays a critical role in ensuring the efficient operations of the unit and its leadership team. This role supports the operational processes of the unit’s eight departments, providing responsive follow-through and troubleshooting. The Executive Assistant is also responsible for managing the planning and execution of executive-level and unit-wide events and is integral in coordinating opportunities to support and enhance the unit’s sense of belonging.

Requirements

• Bachelor’s degree and at least 5 years of experience including two years at either the administrative Associate or Senior Administrative Associate or Senior Administrative Associate level.
• Experience supporting executive level leaders.
• Demonstrated experience managing complex calendars, coordinating meetings and travel, and balancing multiple competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to communicate effectively and diplomatically with individuals at all organizational levels and external partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently manage sensitive information with a high degree of accuracy and professionalism.
• Exellent written and verbal communication skills.
• High proficiency in Microsoft applications, including Outlook, Word, Excel, and PowerPoint.
• Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Nice To Haves

• More than the listed years of experience.
• Familiarity with University of Texas administrative processes for purchases and other financial transactions.
• Previous experience supporting executive-level positions and event planning and management.
• Previous experience managing and updating SharePoint.
• Familiarity with project management software, including Asana.

Responsibilities

• Serve as the welcoming face of the center by professionally greeting staff and visitors, while accurately tracking and coordinating daily visitor meeting schedules.
• Screen and prioritize incoming requests and inquiries, responding or redirecting as necessary.
• Draft and manage email communications and responses on behalf of Associate Vice Provost and Executive Director when appropriate.
• Provide complex calendar management for Associate Vice Provost and Executive Director and initiate the scheduling of meetings and events on their behalf as needed.
• Exercise independent judgment in prioritizing requests, resolving scheduling conflicts, managing sensitive information, and representing executive priorities to internal and external stakeholders.
• Serve as the primary point of contact between the leadership team and internal teams, external stakeholders, and university affiliates.
• Maintain professional and timely interaction with university leadership, campus partners, external clients, vendors, advisory groups, and official guests on behalf of the leadership team.
• Work collaboratively with administrative colleagues in Academic Affairs to support the needs of the Associate Vice Provost and Executive Director.
• Acts as liaison between the leadership team and staff members in the unit.
• Provide direct support to the Associate Vice Provost and Executive Director as well as members of the leadership team.
• Maintain accurate tracking of leadership team activities, meetings, events, and follow-ups.
• Coordinate activities that have a division-wide impact, including leadership meetings, strategic planning retreats, all-staff meetings, special initiatives, and committee meetings.
• Manage office operations and administrative functions with minimal supervision, including financial processes, vendor coordination, facilities-related matters, event logistics, and operational support.
• Function as the central coordination point for Executive Director, Chief of Staff, unit Leadership Team, and department operations, ensuring continuity of communication and execution of organizational priorities.
• Plan and execute all aspects of unit-wide events and initiatives, including morale activities, EEV-hosted campus events and celebrations, luncheons, and other programs that support employee engagement.
• Provide project support to Associate Vice Provost and Executive Director and Chief of Staff for high-priority initiatives.
• Conduct necessary research and compile information for leadership decision-making.
• Coordinate with internal teams and external units to support project management.
• Prepare, proofread, and edit correspondence, presentations, reports, and documents on behalf of unit leadership.
• Monitor progress on key initiatives.
• Coordinate cross-departmental communications and assist in executing special projects and strategic initiatives.

Benefits

• Teacher Retirement System of Texas (TRS)

What This Job Offers

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