Executive Assistant

Executive Assistant

The Executive Assistant provides high-level support to the Associate Vice Provost and Executive Director of Extended Education Ventures (EEV) and plays a critical role in ensuring the efficient operations of the unit and its leadership team. This role supports the operational processes of the unit's eight departments, providing responsive follow-through and troubleshooting. The Executive Assistant is also responsible for managing the planning and execution of executive-level and unit-wide events and is integral in coordinating opportunities to support and enhance the unit's sense of belonging.

Responsibilities

• Serve as the welcoming face of the center by professionally greeting staff and visitors, while accurately tracking and coordinating daily visitor meeting schedules. Screen and prioritize incoming requests and inquiries, responding or redirecting as necessary.
• Draft and manage email communications and responses on behalf of Associate Vice Provost and Executive Director when appropriate. Provide complex calendar management for Associate Vice Provost and Executive Director and initiate the scheduling of meetings and events on their behalf as needed. Exercise independent judgment in prioritizing requests, resolving scheduling conflicts, managing sensitive information, and representing executive priorities to internal and external stakeholders.
• Serve as the primary point of contact between the leadership team and internal teams, external stakeholders, and university affiliates. Maintain professional and timely interaction with university leadership, campus partners, external clients, vendors, advisory groups, and official guests on behalf of the leadership team. Work collaboratively with administrative colleagues in Academic Affairs to support the needs of the Associate Vice Provost and Executive Director. Acts as liaison between the leadership team and staff members in the unit.
• Provide direct support to the Associate Vice Provost and Executive Director as well as members of the leadership team. Maintain accurate tracking of leadership team activities, meetings, events, and follow-ups. Coordinate activities that have a division-wide impact, including leadership meetings, strategic planning retreats, all-staff meetings, special initiatives, and committee meetings.
• Manage office operations and administrative functions with minimal supervision, including financial processes, vendor coordination, facilities-related matters, event logistics, and operational support. Function as the central coordination point for Executive Director, Chief of Staff, unit Leadership Team, and department operations, ensuring continuity of communication and execution of organizational priorities. Plan and execute all aspects of unit-wide events and initiatives, including morale activities, EEV-hosted campus events and celebrations, luncheons, and other programs that support employee engagement.
• Provide project support to Associate Vice Provost and Executive Director and Chief of Staff for high-priority initiatives. Conduct necessary research and compile information for leadership decision-making. Coordinate with internal teams and external units to support project management. Prepare, proofread, and edit correspondence, presentations, reports, and documents on behalf of unit leadership. Monitor progress on key initiatives. Coordinate cross-departmental communications and assist in executing special projects and strategic initiatives.

Required Qualifications

• Bachelor's degree and at least 5 years of experience including two years at either the administrative Associate or Senior Administrative Associate or Senior Administrative Associate level. Experience supporting executive level leaders.
• Demonstrated experience managing complex calendars, coordinating meetings and travel, and balancing multiple competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to communicate effectively and diplomatically with individuals at all organizational levels and external partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently manage sensitive information with a high degree of accuracy and professionalism.
• High proficiency in Microsoft applications, including Outlook, Word, Excel, and PowerPoint.

Preferred Qualifications

• More than the listed years of experience.
• Familiarity with University of Texas administrative processes for purchases and other financial transactions.
• Previous experience supporting executive-level positions and event planning and management.
• Previous experience managing and updating SharePoint.
• Familiarity with project management software, including Asana.

Salary Range

$65,000 + depending on qualifications

Working Conditions

• Work to be performed in typical office environment

Required Materials

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