Executive Associate

Position Description

Performs administrative and coordinative work in direct support of an executive officer, including such functions as planning, budgeting, supervision and program implementation and evaluation. Performs responsible and complex office support duties, thus relieving the administrator of these duties. Work is performed under administrative supervision with evaluation based on results obtained.

Major/Essential Functions

This position serves as the primary operational and administrative support professional for the department of Strategic Initiatives, Capital Projects, and Real Estate, and provides oversight of departmental administrative functions. This position is responsible for coordinating department operations, project administration, procurement activities, financial tracking, stakeholder communications, and executive support functions. This position serves as the central point of coordination for departmental initiatives, ensuring consistency, efficiency, and compliance with institutional policies and procedures. The position requires exceptional organizational, communication, problem-solving, and relationship management skills, as well as the ability to work independently with a high degree of professionalism and discretion.

• Oversees and coordinates daily administrative operations, ensuring efficient execution of departmental activities, business processes, and compliance with university policies and procedures. Serves as the administrative support representative for the department, providing information, responding to inquiries, and facilitating communication among leadership, staff, faculty, vendors, consultants, contractors, and external stakeholders with professionalism, discretion.
• Provides comprehensive executive support to department leadership, including management of executive calendars, meeting schedules, travel arrangements, events, committees, and special initiatives; prioritizes competing demands based on the needs of the department. Coordinates logistics for meetings and events on behalf of the department. This includes securing and preparing meeting spaces and arranging appropriate resources to accommodate all participants.
• Develops, prepares, and distributes professional communications, reports, presentations, memorandums, agendas, briefing materials, meeting summaries, and correspondence for a variety of audiences. Coordinates personnel-related administrative functions, including onboarding, personnel transactions, organizational records, leave reporting, and other human resource activities in accordance with university policies.
• Coordinates and supports departmental and project initiatives by maintaining schedules, tracking deliverables, milestones, budgets, and action items; prepares status reports and communicates progress to stakeholders. Maintains departmental and project records, electronic filing systems, document controls, and naming conventions to ensure accuracy, accessibility, retention, and compliance with institutional standards.
• Conducts research, gathers and analyzes information, prepares reports, and supports strategic planning, decision-making, operational assessments, and special initiatives. Documents key discussions, decisions, risks, and action items from meetings and follows up with responsible parties to support accountability and timely completion of assigned tasks.
• Identifies opportunities for process improvement and implements or recommends enhancements that increase operational efficiency, effectiveness, consistency, and service quality.
• Supports procurement, contracting, and financial administration activities for departmental operations, construction projects, and real estate initiatives, ensuring compliance with institutional policies and procedures. Assists with the development and review of Requests for Proposals (RFPs), Requests for Qualifications (RFQs), and other solicitation documents to ensure completeness and compliance with institutional requirements.
• Serves as a liaison with procurement personnel, consultants, contractors, vendors, and service providers regarding purchasing activities, contract requirements, project coordination, and documentation needs. Tracks project and operational budgets, expenditures, encumbrances, invoices, funding availability, and financial records; assists leadership in identifying variances and supporting sound fiscal management.

Preferred Qualifications

• Knowledge of procurement, contract administration, budgeting, and financial management principles preferred.
• Demonstrated ability to manage complex administrative, operational, and project-related activities simultaneously.
• Strong analytical, research, and problem-solving abilities
• Ability to prepare executive-level presentations, reports, meeting documentation, and correspondence.
• Ability to exercise independent judgment and maintain confidentiality in sensitive matters.

Required Qualifications

Bachelor's degree required in related area plus six years progressively responsible administrative experience including supervisory experience; OR a combination of education and/or experience to equal ten years.

Safety Information

Adherence to robust safety practices and compliance with all applicable health and safety regulations are responsibilities of all TTU employees.

Pay Statement

Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as the institutional pay plan.

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.

About the University

Founded in 1923, Texas Tech University began with a mission to serve the needs of West Texas, but its impact has always reached far beyond. Today, Texas Tech, located in Lubbock (pop. 300,000+), is home to a vibrant community of more than 42,000 students.Texas Tech's 1,800-acre campus showcases Spanish Renaissance architecture and is home to one of the country's largest public art collections. Its 13 colleges include a prestigious School of Law and a distinguished School of Veterinary Medicine. These programs equip students with the skills and knowledge needed to excel in their respective fields. Built on the values of West Texas - hard work, grit and authenticity - the university graduates students who are deeply engaged in service to their communities and well-positioned to succeed in the world. Texas Tech is committed to achieving research and scholarly accomplishments that compare favorably to the member institutions of the Association of American Universities (AAU). For more than 100 years, Texas Tech has been a premier destination for those seeking a world-class education and a unique, personalized experience as a member of the Red Raider family.

Knowledge, Skills, and Abilities

• Advanced organizational, planning, and time-management skills. Ability to interpret and apply policies, procedures, contracts, and financial information.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to interact effectively with executives, leadership, staff, consultants, contractors, vendors, and external stakeholders.
• Strong attention to detail and commitment to accuracy.
• Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, Teams, and SharePoint.