Executive Assistant - School of Public Health (ONSITE)

UTHealth Houston•, TX

1d•Onsite

About The Position

The Executive Assistant provides advanced and confidential administrative support to a senior University leader, identified in the posting as the Center Director/Institute Vice President. The role manages complex calendars, schedules, travel arrangements, meetings, communications, and priority tracking, exercising initiative, discretion, and independent judgment. It requires extensive knowledge of University policies and procedures and the ability to manage multiple priorities in a fast-paced environment. The position is onsite at the UTHealth Houston School of Public Health in Houston, Texas, Monday through Friday, 8:00 AM to 5:00 PM. Employees must permanently reside and work in Texas. This is a security-sensitive position subject to the security requirements described in the posting.

Requirements

High school diploma or equivalent required.
At least 6 years of related work experience required; equivalent years of education beyond the minimum education requirement may be substituted for required experience.
Extensive experience with scheduling, maintaining calendars, and travel itineraries required.
Prior experience preparing meeting materials or general reports required.
Must permanently reside and work in Texas.
Must meet the position's security-sensitive requirements as described in the posting.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Resolve complex inquiries and issues, respond to correspondence and telephone contacts, and exercise independent judgment within established guidelines.
Manage complex executive calendars, schedules, and domestic and international travel arrangements.
Prioritize competing demands, coordinate logistical details, and ensure compliance with University, governmental, sponsor, and grant-related policies and requirements.
Coordinate business travel, including authorizations, itineraries, conference registrations, supporting documentation, reconciliation, and reimbursement processing; follow up on travel transactions and ensure compliance.
Prepare, submit, track, and reconcile reimbursements, payment requests, official function forms, purchasing documentation, procurement requests, and other financial transactions; maintain supporting documentation and provide guidance on related University policies and procedures.
Maintain filing systems, records, reports, and documentation, ensuring accuracy, completeness, confidentiality, and compliance with applicable legal, regulatory, and institutional requirements.
Enter and submit information through financial, human resources, purchasing, and other institutional systems; monitor transaction status and follow up to support timely processing and resolution.
Coordinate executive meetings, special events, retreats, board and advisory committee meetings, donor engagement activities, and other high-profile engagements. Arrange logistics, prepare materials, communicate with participants, secure meeting space, and manage audiovisual and hospitality needs.
Prepare and process required event-related documentation, including official function requests and supporting materials.
Screen calls and email correspondence, and receive, prioritize, and direct visitors and inquiries.
Handle highly confidential, sensitive, and proprietary information with sound judgment, discretion, and professionalism.
Support special projects, strategic initiatives, and operational priorities on behalf of leadership; coordinate across departments, offices, and stakeholders.
Perform other duties as assigned.

Benefits

100% paid medical premiums for full-time employees.
Approximately 37–38 days per year of time off, including holidays, a preventative leave day, vacation, and sick time.
Vacation accrual increases with length of service.
Monthly longevity payments after two years of service.
Retirement/pension plan.
Free financial and legal counseling.
Free mental health counseling services.
Gym membership discounts and access to wellness programs.
Employee discounts, including entertainment, car rentals, and cell phones.
Resources for child and elder care.