Executive Assistant, UT Health Austin

Executive Assistant Location: Austin, TX Department: Dell Medical School Purpose The Executive Assistant provides high‑level executive support to senior executives (Chair or Chief level or above) with a large volume of highly complex decisions. The role may also supervise a large clerical staff function, exercising initiative and judgment. Responsibilities include managing calendars, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executive’s efficiency and effectiveness. The assistant works closely with other administrative staff, department heads, and external stakeholders. Responsibilities Manages complex calendars to prioritize work and fluidly reprioritize tasks. Performs executive office administrative functions, meeting critical deadlines through efficient workflow and resource deployment. Works with key administrative staff to facilitate easy workflow. Coordinates and schedules visitor travel and agendas, plans catering, and manages contact lists. Finds and organizes internal and external information to support decision‑making and reporting. Handles incoming and outgoing communications, including emails and phone calls. Prepares routine, well‑written correspondence for distribution and on behalf of the executive. Maintains accurate correspondence logs, files, databases, and other tracking systems. Acts as liaison between the executive and other staff members. Conducts 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, and other entities to support assigned projects and initiatives. 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 data, coordinating approvals, and sending emails. Processes travel, purchasing, and reimbursements. Processes monthly account reconciliations and variance reports. Assists in scheduling travel, maintaining records, and processing related activities. Required Qualifications Bachelor’s Degree in Business or related field. At least 5 years of supportive administrative/clerical experience, including 2 years at the Administrative Associate or Senior Administrative Associate level. Preferred Qualifications Master’s Degree in Business or related field. At least 7 years of supportive administrative/clerical experience, including 2 years at the Administrative Associate or Senior Administrative Associate level. 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. Salary Range $59,672+ depending on qualifications 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. Pay Transparency The University of Texas at Austin will not discharge or otherwise discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Employees who have access to compensation information cannot disclose pay to individuals who do not otherwise have access unless the disclosure is a formal complaint, an investigation, or consistent with the contractor's legal duty to furnish information. 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, including promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. Background Checks A criminal history background check will be required for finalists under consideration for this position. E‑Verify The University of Texas at Austin uses E‑Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for E‑Verify is 854197. E‑Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] 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 as a Campus Security Authority, 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 to 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. #J-18808-Ljbffr Phase2 Technology