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About the Role

The Executive Assistant provides high-level executive and administrative support to senior leadership, managing complex schedules, communications, meetings, projects, documents, and financial activities. This role exercises a high degree of initiative, judgment, discretion, and independent decision-making while managing competing priorities in a dynamic environment. The position works closely with administrative staff, department heads, University partners, and external stakeholders to support efficient executive and departmental operations.

Responsibilities

Manage complex calendars to prioritize work schedules and workflow, including frequent reprioritization requiring independent and collaborative decision-making.
Perform executive office administrative functions consistent with the assigned executive’s responsibilities and critical deadlines.
Assess and coordinate personnel and resources to support efficient workflow and work distribution, ensuring protocols are followed and deliverables are met.
Work with other key administrative staff to facilitate effective workflow.
Coordinate and schedule visitor travel and agendas.
Plan catering for lunch meetings and special events.
Manage contact lists and committee membership lists.
Find and organize information internal and external to the University to support decision-making and reporting.
Manage incoming and outgoing communications, including emails and phone calls.
Prepare routine, professional correspondence for distribution and correspondence on behalf of assigned executives.
Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
Serve as a liaison between the executive and other staff members.
Conduct research and compile data to support executive decision-making.
Coordinate with various departments to support project execution.
Schedule and attend meetings and prepare meeting minutes as needed.
Collaborate with Dell Medical School departments, University offices, UT System, and other academic and private-sector entities to support assigned projects and initiatives.
Maintain and organize important documents and records.
Prepare reports, presentations, and other documents as needed.
Ensure confidentiality and security of sensitive information.
Manage assigned databases, including data entry, coordinating approvals, and sending communications.
Process travel, purchasing, and reimbursements.
Manage database entries and assist with preparation and completion of the executive’s annual budget.
Process monthly account reconciliations and variance reports.
Assist with scheduling travel, maintain related records, and process reimbursements and associated activities.
Assist with training on applicable UT processes as needed.
Promote professional growth and development by meeting mandatory and continuing education and skills competency requirements while supporting department-based goals.
Serve as a preceptor, mentor, and resource to less experienced staff.
Adhere to internal controls and reporting structure.
Perform related duties as required.

Requirements

Bachelor’s degree in Business or a related field.
Minimum of five years of experience in a supportive administrative or clerical function, including two years of experience at either the Administrative Associate or Senior Administrative Associate level.
Relevant education and experience may be substituted as appropriate.
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.
You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.
Documents need to be presented no later than the third day of employment.

Skills

Skilled in using office tools, databases, and communication platforms to streamline administrative workflows.
Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, with experience in data entry and CRM tools.
Excellent verbal and written communication skills, including the ability to draft clear and concise correspondence, listen actively, and convey information accurately.
Strong attention to detail with the ability to review work, follow up on outstanding items, and identify and correct errors in documents and communications.
Demonstrated initiative, problem-solving ability, and ability to develop effective solutions.
Ability to thrive in a dynamic environment while managing multiple priorities and supporting team operations.
Strong organizational and time-management skills with the ability to track multiple tasks and deadlines.
Ability to maintain positive relationships and collaborate effectively with colleagues and stakeholders across the organization.
Demonstrated empathy and ability to resolve conflicts professionally.
Working knowledge of UT policies and procedures.
Advanced proficiency with Microsoft Office.
Demonstrated problem-solving experience.
Experience managing complex calendars.

Location

AUSTIN, TX

Work Type

40 hours per week
Regular staff

Experience Level

Minimum of five years of experience in a supportive administrative or clerical function
Two years of experience at either the Administrative Associate or Senior Administrative Associate level

Education Level

Bachelor’s degree in Business or a related field.

Salary/Compensations

$59,762+

Benefits

Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

About the Company

Dell Medical School
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015.
Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act).
The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report.

Equal Opportunity

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.