Executive Assistant

Job Posting Title:

Executive Assistant

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Hiring Department:

Dell Medical School

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

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.

Purpose

The Executive Assistant provides high-level executive support to senior executives at the Chair or Chief level or above, supporting a large volume of highly complex decisions and administrative activities.

The role manages complex office priorities and provides financial and other factual information from a variety of sources requiring both independent and collaborative decision-making and fluid reprioritization of workflows. Responsibilities include managing calendars and schedules, coordinating meetings, handling correspondence, supporting projects, maintaining documentation, and performing administrative functions to promote executive efficiency and effectiveness.

Responsibilities

Calendar Management and Scheduling

• 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.

Communication Management

• 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.

Meeting and Project Coordination

• 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.

Document Management

• 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.

Financial Support

• 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.

Marginal or Periodic Functions

• 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.

Knowledge, Skills, and Abilities

• 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.

Required Qualifications

• 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.

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.
• Experience managing complex calendars.

Licenses/Registrations/Certifications

Required

• None.

Preferred

• None.

Salary Range

$59,762+ depending on qualifications

Working Conditions

• Standard office environment.
• Repetitive use of a keyboard.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

According to Executive Order No. GA-48 of the State of Texas, for all positions that research, work on, or have access to critical infrastructure as defined in Section 117.001(2), Business and Commerce Code, it is required that both candidates for employment and employees have the ability to maintain the security or integrity of the infrastructure.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

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

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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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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Pay Transparency:

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. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

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. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

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). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.