Senior Executive Assistant - Office of the President

University of Texas Medical Branch (UTMB)•Galveston, TX

About The Position

The Senior Executive Assistant provides executive-level support, including research and analytical duties, to the President, the President’s Chief of Staff, and the President’s team in carrying out the institution’s missions. The role serves as a liaison between the President’s Office and the institution at large, supporting daily operations and collaborating with other executive-suite staff through leadership and guidance. It promotes a cooperative, collaborative, customer-focused work environment and effective communication between the President’s Office, the organization, and the public. The position provides high-level administrative support to the President and executive team, manages office operations and communications, coordinates meetings and events, tracks projects and expenses, and handles confidential matters with discretion. It also supports patient advocacy, institutional committees, inventory and space-survey compliance, and administrative staff hiring. The work schedule is Monday through Friday, 8 a.m. to 5 p.m., and as needed. Salary is commensurate with experience.

Requirements

Associate’s degree or equivalent.
Seven years of professional experience at the executive level.

Nice To Haves

Relevant UTMB or healthcare experience.

Responsibilities

Serve as liaison between the President’s Office, the Chief of Staff, the institution at large, institutional committees, and education, health care, and research staff.
Provide direct administrative support to the President, including managing schedules and calendars; handling email, mail, and telephone contacts; planning travel; and processing expense-reimbursement documentation.
Perform high-level administrative duties with minimal direction and significant discretion and judgment.
Receive and track requests, communications, and projects for the President; monitor progress and completion; and conduct brief background research when needed.
Promote effective communication within and between offices, ensure requests are handled professionally, and help ensure deadlines are met.
Support patient advocacy by coordinating with Patient Services so patients can access appropriate information and resources and complaints are resolved confidentially and appropriately.
Manage daily operations of the President’s Office and provide leadership and guidance to other members of the President’s team.
Assist with developing the office budget, track expenses, and prepare fund expense-usage reports for endowments controlled by the President’s Office.
Oversee compliance with the annual space survey, surplus inventory tracking, and WebTrax inventory; serve as inventory asset custodian.
Coordinate communications and operations with areas reporting directly to the President.
Plan and coordinate site visits, meetings, conferences, teleconferences, special events, speaking engagements, and other administrative activities.
Assist top executives in establishing and attaining goals and objectives.
Coordinate and interact with executives, administrators, and their associates in institutional, system, and governmental settings.
Prepare or direct the preparation of reports, graphs, and charts.
Respond to or initiate confidential or technical correspondence.
Maintain institutional committee membership lists, appointment letters, and charters; ensure timely member selection and completion of annual appointment letters.
Interview candidates for administrative staff positions within the department.
Represent the President’s Office with integrity, confidentiality, professionalism, respect, and a commitment to serving others.
Adhere to internal controls and reporting structures.
Perform related duties as required.