Senior Executive Services Administrator for Development

UTHealth Houston•Houston, TX

7d•Onsite

About The Position

UTHealth Houston is seeking a Senior Executive Services Administrator to work with our Senior Vice President of Development and Alumni Engagement. This is a high-profile administrative role that works not only with our high-level fundraising area but also with the Office of the President. This role will provide executive administrative support and perform advanced, confidential administrative duties requiring broad experience, skill, and knowledge of the organization's policies and practices. They will be the senior administrative professional in this area. You will need to handle high-level meeting logistics and multiple calendars for executives across all of our leadership roles. You will produce briefing documents with key talking points or profiles of meeting participants. The Senior Executive Services Administrator must be extremely proactive and maintain strict confidentiality throughout their role. They will handle travel arrangements and load-in documentation for projects for the Development department at UTHealth Houston. A key role for this employee will be helping to create effective PowerPoint presentations, so all applicants should be strongly skilled in its use, as well as in Excel and Office. Multitasking will be crucial, as will extreme organization. This role is 100% on-site. You will be a critical operational member of the leadership team and will need to be in the office as a resource Monday through Friday. You will need to have a professional appearance and communication style at all times. This role will be in front of and supporting the leaders of UTHealth Houston. What we do here changes the world. UTHealth Houston is Texas’s resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Requirements

High School Diploma or equivalent required
9 years of related experience required
Great knowledge of PowerPoint
Knows calendaring and meeting logistics
Project Management skills
Must be extremely proactive and maintain strict confidentiality
Strongly skilled in PowerPoint, Excel and Office
Multitasking will be crucial, as will extreme organization
Professional appearance and communication style at all times
Employees must permanently reside and work in the State of Texas.

Nice To Haves

Bachelor's Degree preferred

Responsibilities

Manage complex daily calendar, travel coordination, and reimbursements.
Organize, manage, and complete special projects assigned by the Senior Vice President.
Schedule, coordinate, and prepare presentations.
Review all university‑wide Community Sponsorships and Departmental non‑event Official Function Form requests prior to routing them for Senior Vice President approval, ensuring accuracy, compliance, and proper documentation
Maintain and analyze the fiscal‑year comparison reports, and track progress against goals.
Coordinate donor engagements, including meeting logistics, briefing packets, and follow‑up actions.
Maintain a prioritized Presidential Donor Engagement follow‑up list.
Work closely with the Assistant Chief of Staff to optimize the President’s workflow, streamline communications, and support time‑sensitive priorities.
Serve as the departmental administrator tracking projects, managing board structures, user access, automations, and workflow updates, including entering and maintaining departmental goals.
Set up vendors in the University’s financial system.
Process Coupa non‑purchase order invoices and Financial Management System (FMS) purchase order requests.
Schedule multiple conference rooms and maintain office supply inventory and organization.
Maintain and approve timesheets.
Maintain departmental organizational charts and photo directories.
Collaborate with the Office of the President, Office of Faculty Affairs, Office of the Deans, and other university leadership on cross‑functional needs.
Assist Human Resources with executive candidate flights, hotel, and interview itineraries.
Perform other duties as assigned.

Benefits

benefits
insurance
100% paid medical premiums for our full-time employees
Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equates to around 37-38 days per year)
The longer you stay, the more vacation you’ll accrue!
Longevity Pay (Monthly payments after two years of service)
awesome retirement/pension plan
Free financial and legal counseling
Free mental health counseling services
Gym membership discounts and access to wellness programs
Other employee discounts, including entertainment, car rentals, cell phones, etc.
Resources for child and elder care