Executive Assistant - Cizik School of Nursing

We are seeking a dedicated Executive Assistant to support the Executive Director at the Cizik Nursing Research Institute in Houston, TX. This full‑time role involves managing projects, overseeing billing processes, and facilitating membership communications. The ideal candidate has strong organizational skills and experience with tools such as Coupa and Microsoft Teams (including Planner boards). A degree or prior experience in communications is preferred. Benefits 100% paid medical premiums for full‑time employees Generous time off: holidays, preventative leave day, vacation and sick time totaling 37‑38 days per year The longer you stay, the more vacation you’ll accrue Longevity Pay: monthly payments after two years of service Retirement/pension plan Free financial and legal counseling Free mental‑health counseling services Gym membership discounts and access to wellness programs Other employee discounts (entertainment, car rentals, cell phones, etc.) Resources for child and elder care Additional benefits as available Position Summary Provides administrative support to executive‑level leadership under general supervision. Performs varied administrative and project‑oriented work, using initiative, discretion, and independent judgment. May provide secretarial support and additional guidance per a detailed description. Key Accountabilities Resolve general to complex inquiries and questions and respond to correspondence or telephone contacts in area of responsibility within guidelines established by supervisor. Compose correspondence and memoranda; prepare graphs, tables, manuscripts, speeches, mass communications, reports and presentation materials. May assist with grant and contract materials. Schedule and maintain calendars and travel itineraries; coordinate related arrangements in compliance with all university, governmental, and/or grant policies and guidelines. Maintain filing systems, accuracy and compliance of files, records and reports for assigned area. Maintain knowledge base of legal and regulatory requirements of files. Receive, classify, reconcile, consolidate, and/or summarize documents and information. Compile data from reports using required knowledge of departmental, project, and/or university policies and procedures. Accountable for data entry and accurate and timely submission of data for processing in financial and/or human resources systems. Coordinate meetings and gatherings, room assignments, invite participants, arrange refreshments and equipment as needed. May prepare and distribute meeting minutes. Approve and coordinate purchases of office supplies and equipment. Screen calls and emails, receive and direct visitors. Retrieve information from departmental, university and/or system levels and/or project records and produce reports with analysis. Handle highest level of confidential information and sensitive issues. Provide guidance and direction to lower level staff. Assist with interviewing, orientation and scheduling of staff; provide input into lower staff performance evaluations. Serve as a high‑level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities and operations. May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority. Advise on and may draft policies and processes as assigned by supervisor. Responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions. Other duties as assigned. Certification / Skills Advanced working knowledge of standard office software such as Word, Excel, PowerPoint, and Outlook is required. Use of university financial systems may be required. Minimum Education High school diploma or equivalent required. Bachelor’s degree preferred. Minimum Experience Six (6) years related work experience required; extensive experience with scheduling, maintaining calendars, and travel itineraries required; prior experience preparing meeting materials or general reports required. Experience may substitute required education beyond the minimum education requirement. Familiarity with Coupa, Teams (including Planner board) is preferred. Physical Requirements Exerts up to 20 pounds of force occasionally, up to 10 pounds frequently, or a negligible amount constantly to move objects. Security Sensitive This position is a security‑sensitive position pursuant to Texas Education Code 51.215 and Texas Government Code 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code 117.001(2), maintaining the security or integrity of the infrastructure is a minimum qualification to be hired and to continue to be employed in that position. Personnel in such positions will be routinely reviewed to determine whether aspects such as criminal history or continuous connections to the government or foreign adversary might impede the applicant, employee, or contractor from maintaining security or integrity of the infrastructure. Foreign adversary is a nation listed in 15 C.F.R. Other relevant statutes: 791.4. Residency Requirement Employees must permanently reside and work in the State of Texas. #J-18808-Ljbffr UTHealth Houston