Senior Executive Assistant - Office of Legal and Regulatory Affairs

UTMB Health•Galveston, TX

14d•Hybrid

About The Position

Directly supports and serves as an extension of the executive vice president, providing a broad range of highly responsible administrative services to guide the goals of the executive, the leadership team, the department, and the enterprise area, as well as the overall mission of the university.

Requirements

A minimum of seven years of experience working in a demanding executive environment.

Nice To Haves

Associate Degree
Ten (10) years of relevant healthcare and/or higher education experience.
Texas Notary Public.

Responsibilities

Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive, and/or confidential information.
Manages Outside Counsel contracts in accordance with the Office of the Attorney General processes and guidelines.
Supports all departments that roll up to the Office of Legal and Regulatory Affairs.
Manages multiple, competing priorities and deadlines expediently and with considerable discretion and judgment.
Anticipates the executive’s needs and proactively facilitates appropriate people and other resources to address these needs.
Manages the executive’s very busy calendar and schedule, while preserving time in the calendar for strategic planning, as needed.
Prepares the executive for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the executive.
Exercises considerable discretion and judgment and handles highly sensitive and confidential information.
Manages the executive vice president’s travel schedule, arrangements, and reimbursement.
Serves as the first point of contact and represents the executive in a positive and highly professional manner.
Triages phone calls, mail, email, and other communiques with executives, direct reports, and staff members as needed.
Participates in budget planning and development activities.
Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals.
Procures equipment and supplies needed by the executive and staff.
Interprets and executes rules, regulations, and policies, as applicable, and adheres to internal controls established by the department.
Manages routine administrative tasks as assigned. Examples may include timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc.