Executive Assistant

Executive Assistant

The Department of Quantitative and Systems Health Sciences at Dell Medical School is seeking an Executive Assistant.

The Executive Assistant provides high-level executive support to senior executives (at the Chair or Chief level or above) with a large volume of highly complex decisions. The role may also assist with the supervision of a large clerical staff function in the operation of the department, exercising a high degree of initiative and judgment. They manage many complex office decisions in a sizable department and supply financial and other factual information from a variety of sources that often require both independent and collaborative decision-making and fluid reprioritization of workflows. This role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executive's efficiency and effectiveness. The Executive Assistant works closely with other administrative staff, department heads, and external stakeholders.

Essential Job Functions:

• Calendar Management and Scheduling
• Communication Management
• Meeting and Project Coordination
• Document Management
• Financial Support

Marginal or Periodic Functions:

• Assists with training on applicable UT processes as needed.
• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; Serves as preceptor, mentor, and resource to less experienced staff.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Knowledge/Skills/Abilities:

Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.

Demonstrates excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.

Perceptive in reviewing work, following-up on details, and noticing and correcting errors in documents and communications.

Demonstrated ability to take initiative, identify issues and develop effective solutions.

Thrives in a dynamic environment, managing multiple priorities while supporting team operations.

Keeps track of multiple tasks and deadlines, ensuring nothing falls through the cracks.

Maintains a clean and organized workspace and uses tools to manage time and tasks efficiently.

Ability to maintain positive relationships with colleagues and stakeholders; collaborates effectively with people across the organization; demonstrates empathy and resolves conflicts amicably.

Education & Experience:

Minimum Qualifications: Requires a Bachelor's Degree in Business or related field with at least 5 year(s) of experience in in supportive administrative/clerical function, including 2 years of experience at either the Administrative Associate or the Senior Administrative Associate level. Relevant education and experience may be substituted as appropriate.

• Exercise judgment in filtering and prioritizing information, meetings, and tasks.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High proficiency in office productivity software (e.g., Microsoft 365).
• Ability to work independently, with a proactive and adaptable approach.
• Professionalism, discretion, and sound judgment.
• Experience identifying opportunities to improve administrative processes.

Preferred Qualifications:

• More than 5 year(s) of experience in supportive administrative/clerical function or more than 2 years supporting an executive.
• 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

The University of Texas at Austin Staff