Executive Assistant Jobs in Austin, MS

About The Position

Requirements

• Bachelor's degree or equivalent advanced learning attained through experience.
• Up to one year of relevant work experience may be required.
• Strong written and verbal communication skills.
• Advanced organizational and time-management skills, including the ability to coordinate calendars and meetings across multiple stakeholders and priorities.
• Proficiency with Microsoft Office Suite and university systems or similar enterprise tools.
• Research skills, including online information gathering and summarizing relevant findings.
• Customer service and interpersonal communication skills.
• Ability to prioritize in a fast-paced environment and manage multiple tasks accurately with attention to detail.
• Ability to exercise discretion and maintain strict confidentiality.
• Ability to collaborate with internal and external stakeholders and adapt to shifting priorities and deadlines.
• Knowledge of university policies and procedures, office management practices, professional administrative standards, and project coordination principles.
• Awareness of higher education structure and stakeholder relationships.

Nice To Haves

• Experience supporting executive leaders in higher education, arts administration, nonprofit, or similarly complex organizations.
• Experience coordinating complex calendars, meetings, events, and travel.
• Experience working with students, faculty, staff, donors, alumni, visitors, and community partners.
• Experience supporting faculty affairs, recruitment, personnel processes, or special projects.
• Familiarity with university systems, policies, and procedures.
• Experience in the performing arts, music, higher education, or other community-facing institutions.
• Proficiency with virtual meeting platforms and database management systems.

Responsibilities

• Execute daily operational and administrative tasks under supervision to support department heads and departmental objectives.
• Schedule and coordinate meetings, events, and logistics, including room reservations and preparation of materials.
• Facilitate communication within the department and with university colleagues, students, and external partners by routing inquiries and providing routine information.
• Prepare, format, and proofread correspondence, reports, presentations, and other documents for accuracy and compliance with university standards.
• Maintain organized electronic and physical filing systems for records, correspondence, and reference materials, including efficient retrieval and proper archiving.
• Track departmental expenditures and assist with purchasing, reimbursements, and invoice processing according to university policies; report discrepancies to supervisors.
• Maintain office supply inventory and coordinate office equipment maintenance.
• Assist with administrative tasks and logistics for department initiatives, meetings, and events, including gathering, compiling, and verifying information for memos, reports, and presentations.
• Support project logistics, including timeline tracking and material preparation.
• Provide general office support, contribute to team goals, and support completion of department projects and responsibilities.
• Support the Director through calendar management, meeting coordination, communications, travel arrangements, special events, and administrative and project-based activities.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Disability programs
• Paid vacation
• Paid sick leave
• Paid holidays
• Tuition reduction for the employee and qualified family members at U of A, ASU, and NAU
• Retirement plans
• Access to University of Arizona recreation and cultural activities
• Work-life programs