Executive Assistant
The University of Texas at Austin, Austin, TX, United States
Executive Assistant
Purpose
The Executive Assistant will provide high-level executive support to senior executives with a large volume of highly complex decisions at our Texas Center for Pediatric and Congenital Heart Disease. The role may also assist with the supervision of a large clerical staff function, exercising a high degree of initiative and judgment. They will manage many complex office decisions and supply financial and other factual information from a variety of sources that often require both independent and collaborative decision-making and fluid reprioritization of workflows. This role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executive's efficiency and effectiveness.
Job Details
Location: Austin, TX
Weekly Scheduled Hours: 40
Position Duration: Expected to Continue
FLSA Status: Exempt from FLSA
Earliest Start Date: Immediately
Hiring Department: Dell Medical School
Salary Range: $59,672+ depending on qualifications
Position Open To: All Applicants
Responsibilities
Calendar Management and Scheduling
Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.
Performs executive office administrative functions consistent with the assigned executive(s) function, to meet critical deadlines by assessing and deploying personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
Works with other key administrative staff to facilitate easy workflow.
Coordinates and schedules visitor travel and agendas; plans catering for lunch meetings and special events; manages contact lists and committee membership lists.
Communication Management
Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
Handles incoming and outgoing communications, including emails and phone calls.
Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned executive(s).
Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
Acts as liaison between the executive and other staff members.
Meeting and Project Coordination
Conducts necessary research and compiles data for executive decision-making.
Coordinates with various departments to support project execution.
Schedules, attends, and takes minutes for meetings as needed.
Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.
Document Management
Maintains and organizes important documents and records.
Prepares reports, presentations, and other documents as needed.
Ensures confidentiality and security of sensitive information.
Manages assigned databases, entering date, coordinating approvals, and sending emails.
Financial Support
Processes travel and purchasing reimbursements.
Manages entries in databases and assists with the preparation and completion of the executive’s annual budget.
Processes monthly account reconciliations and variance reports.
Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.
Required Qualifications
Bachelor's Degree in Business or related field.
At least 5 years of experience in supportive administrative/clerical function, including 2 years at either the Administrative Associate or the Senior Administrative Associate level.
Preferred Qualifications
Related experience in an academic healthcare setting.
Working knowledge of UT policies and procedures.
Advanced proficiency with Microsoft Office.
Demonstrated problem-solving experience and managing complex calendars.
Equal Opportunity Employer
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.
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Purpose
The Executive Assistant will provide high-level executive support to senior executives with a large volume of highly complex decisions at our Texas Center for Pediatric and Congenital Heart Disease. The role may also assist with the supervision of a large clerical staff function, exercising a high degree of initiative and judgment. They will manage many complex office decisions and supply financial and other factual information from a variety of sources that often require both independent and collaborative decision-making and fluid reprioritization of workflows. This role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executive's efficiency and effectiveness.
Job Details
Location: Austin, TX
Weekly Scheduled Hours: 40
Position Duration: Expected to Continue
FLSA Status: Exempt from FLSA
Earliest Start Date: Immediately
Hiring Department: Dell Medical School
Salary Range: $59,672+ depending on qualifications
Position Open To: All Applicants
Responsibilities
Calendar Management and Scheduling
Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.
Performs executive office administrative functions consistent with the assigned executive(s) function, to meet critical deadlines by assessing and deploying personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
Works with other key administrative staff to facilitate easy workflow.
Coordinates and schedules visitor travel and agendas; plans catering for lunch meetings and special events; manages contact lists and committee membership lists.
Communication Management
Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
Handles incoming and outgoing communications, including emails and phone calls.
Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned executive(s).
Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
Acts as liaison between the executive and other staff members.
Meeting and Project Coordination
Conducts necessary research and compiles data for executive decision-making.
Coordinates with various departments to support project execution.
Schedules, attends, and takes minutes for meetings as needed.
Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.
Document Management
Maintains and organizes important documents and records.
Prepares reports, presentations, and other documents as needed.
Ensures confidentiality and security of sensitive information.
Manages assigned databases, entering date, coordinating approvals, and sending emails.
Financial Support
Processes travel and purchasing reimbursements.
Manages entries in databases and assists with the preparation and completion of the executive’s annual budget.
Processes monthly account reconciliations and variance reports.
Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.
Required Qualifications
Bachelor's Degree in Business or related field.
At least 5 years of experience in supportive administrative/clerical function, including 2 years at either the Administrative Associate or the Senior Administrative Associate level.
Preferred Qualifications
Related experience in an academic healthcare setting.
Working knowledge of UT policies and procedures.
Advanced proficiency with Microsoft Office.
Demonstrated problem-solving experience and managing complex calendars.
Equal Opportunity Employer
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.
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