Executive Administrative Assistant Needed Immediately

Executive Assistant ---- Hiring Department: Clements Center for National Security ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: General Notes The Clements Center for National Security at The University of Texas at Austin draws on the best insights of diplomatic and military history with the mission to train the next generation of national security leaders. You’ll be working for a university that is internationally recognized for our academic programs and research. UT Austin provides an outstanding benefits package including but not limited to: Competitive health benefits (employee premiums covered at 100%, family premiums at 50%) Voluntary Vision, Dental, Life, and Disability insurance options Generous paid vacation, sick time, and holidays Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b) Flexible spending account options for medical and childcare expenses Robust free training access through LinkedIn Learning plus professional conference opportunities Tuition assistance Expansive employee discount program including athletic tickets Free access to UT Austin's libraries and museums with staff ID card Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card For more details, please see:

and

Must be authorized to work in the U.S. on a full-time basis for any employer without sponsorship. Purpose The Executive Assistant provides comprehensive administrative support at the Clements Center for National Security at The University of Texas at Austin. This role is central to ensuring the smooth operation of the Center’s daily activities, with a strong emphasis on calendar management, meeting coordination, travel planning, and logistical support. The Executive Assistant also works closely with the Center’s leadership to support Center-wide initiatives and ensure alignment across leadership priorities. The Executive Assistant serves as a key point of contact for internal and external stakeholders, manages schedules and communications. Responsibilities Administrative Support and Reception Manage complex calendars, including scheduling internal and external meetings, appointments and travel. Serve as the welcoming face of the center by professionally greeting staff and visitors, while accurately tracking and coordinating daily visitor meeting schedules. Prepare, proofread, and edit correspondence, presentations, reports, and documents on behalf of the executives. Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reports. Maintain accurate records and filing systems, both digital and physical. Communication & Liaison Serve as the primary point of contact between the executive and internal teams, external stakeholders and university affiliates. Draft and manage email communications and responses on behalf of the executives when appropriate. Meeting & Project Coordination Organize and support executive-level meetings, including preparing agendas and tracking follow-ups. Assist in project management by monitoring progress on key initiatives, ensuring deadlines are met. Coordinate cross-departmental communications and assist in executing special projects and strategic initiatives. Required Qualifications Bachelor’s degree with at least five years of relevant experience. Proven experience as an executive assistant, administrative assistant, or similar role. Experience identifying opportunities to improve administrative processes and reduce time waste. High proficiency in office productivity software (e.g., Microsoft 365, Google Workspace). Familiarity with University of Texas at Austin business processes and University policies/procedures. Salary Range $55,000 + depending on qualifications Working Conditions This position is based in Austin, TX, and is expected to work in-person on campus Monday through Friday. May work around standard office conditions. Required Materials Resume/CV 3 work references with their contact information; 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; 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. 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.) 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. ---- 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. ---- 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. ---- 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. 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). The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Please see our Student Employment site. Additional information for applicants can be found on the Human Resources web page: