Senior Executive Assistant

University of North Texas System•Fort Worth, TX

1d•Onsite

About The Position

The Office of the Provost is committed to promoting academic excellence at the University of North Texas Health Science Center. The Provost and Senior Vice President for Academic Affairs is the Health Science Center’s Chief Academic Officer. The senior executive assistant reports to the Senior Vice Provost in the Office of the Provost. Provide executive administrative support to the Senior Vice Provost for Academic Affairs assisting with administration, operations, and finance and serves as a member of the leadership team within the Office of the Provost. This position will report directly to the Senior Vice Provost. This position serves as a senior administrative contact for the Senior Vice Provost. The incumbent will be responsible for a variety of duties required to maintain operational and office functions.

Requirements

Bachelor's degree and three (3) years of related experience; or any equivalent combination of education and experience.
Advanced MS Office skills.
Knowledge of accounting/budgeting procedures.
Demonstrate the ability to effectively communicate verbally and in writing at an exemplary level.
Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others.
Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats.
Ability to conceptualize, plan and organize multiple programs and assignments effectively.
Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness.
Skill in developing and maintaining good working relationships.
Knowledge of policies, practices, procedures and terminology of assigned function.
Ability to support cross-functional teams and collaborate effectively with stakeholders.
Demonstrate project coordination and organizational management skills with the ability to track multiple initiatives, timelines, and deliverables.

Nice To Haves

Experience coordinating complex projects, events, or cross-functional initiatives
Project management certification or training (PMP, CAPM, Lean, Agile, or similar)

Responsibilities

Manage and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
Greet visitors and determine whether they should be given access to specific individuals.
Facilitate special requests for executives and other duties as assigned.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution as well as prepare documents and manage records retention.
Event planning and management: prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
Organizes and monitors various Teams Channels, files, and organization.
Project management for various projects, including strategic plan updates, and other Provost Office initiatives.
Process travel arrangements, documentation and reimbursement and data entry for contracts management.
Complex calendaring, scheduling and travel on behalf of assigned executives while also serving as the gatekeeper for them to ensure appropriate time blocked for college administrative and leadership tasks.
Attends various executive and leadership meetings, draft minutes, tracks projects, and sends reminders for key deadlines and due dates.
Facilitate special requests.
Other duties as assigned.