Executive Assistant, Texas McCombs

University of Texas at Austin

5d • $60,000 - $65,000 • Hybrid

About The Position

The Executive Assistant will play a crucial role in supporting the administrative functions of the Academic and Business Affairs senior leaders. This position requires a highly organized individual with exceptional communication skills, attention to detail, and the ability to handle a wide range of administrative and executive support tasks. The successful candidate will work closely with senior leadership, faculty members, and various stakeholders to ensure the smooth operation of academic and business-related initiatives.

Requirements

• Proven experience (+5 years) as an executive assistant or administrative professional.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
• Strong interpersonal skills and the ability to communicate effectively with varied stakeholders at all levels.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Discretion and confidentiality in handling sensitive information and situations.
• Attention to detail and a commitment to accuracy in all tasks and communications.
• Ability to work independently with minimal supervision and as part of a team in a complex, mature environment with political savvy.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Nice To Haves

• Bachelor’s degree in business administration, education, or related field preferred.
• Experience in higher education or public facing environment
• Familiarity and knowledge of UT Austin’s policies around events and business management.
• Relevant education and experience may be substituted as appropriate.

Responsibilities

• Manage complex calendars for the Senior Associate Dean for Academic Affairs and the Senior Associate Dean for Business Affairs & Chief Operating Officer, to include scheduling meetings, appointments, and events while prioritizing conflicting requests.
• Provide comprehensive administrative support to the Academic Affairs and Business Affairs departments, including drafting correspondence, preparing documents, drafting speaking points, slide decks and deliverables, and maintaining filing systems.
• Serve as a primary point of contact for internal and external communications, including answering inquiries, screening calls, and managing email correspondence for the Academic Affairs and Business Affairs teams.
• Arrange travel itineraries, accommodations and logistics as well as submission of required travel documents and reimbursement processing for the Senior Associate Deans.
• Support the planning, execution, and follow-up of various projects and initiatives within the Academic and Business Affairs departments.
• Assist in data gathering, summary, and analysis for presentation, including preparing presentation materials.
• Assist in developing and elevating the team culture of the Academic and Business Affairs teams.
• Assist in the hiring and onboarding of members of various teams across the Senior Associate Dean portfolios.
• Help facilitate recognition of member accomplishments and events, both personal and professional.
• Promote teamwork in a complex, matrixed environment.
• Plan and coordinate events hosted by Academic Affairs and/or Business Affairs.
• Manage and execute all event related operations including event specific documents, purchase orders, payments and all other event related logistics, including on-site coordination.
• Collaborate with and provide support to Dean’s office administration team during peak times.
• Undertake special assignments and projects assigned demonstrating flexibility and adaptability to changing priorities and requirements.
• Gather and manage data for presentation use including preparing presentations.

Benefits

• The retirement plan for this position is 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: Executive