Executive Assistant

Executive Assistant

This position will support the university's new School of Computing, which includes 3 strong departments and more than 6,500 students across all programs. This places UT among the most significant intellectual hubs for computer science, information, and statistics and data science research and education anywhere in the world. The School of Computing has a close relationship with Austin's thriving tech culture and works at the forefront of fields such as artificial intelligence, robotics, quantum computing, and cybersecurity. The School of Computing is seeking an experienced Executive Assistant to provide support for the School's senior leadership.

The Executive Assistant provides high-level executive support to senior executives, exercising a high degree of initiative and judgment. This role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executives' efficiency and effectiveness. The Executive Assistant is a member of the School's Finance and Administrative team and works closely with other administrative staff, department heads, and external stakeholders.

Responsibilities

• Calendar Management and Scheduling: Manage complex calendars and schedule and set up meetings for two busy executives, exercising both collaboration and independent good judgment to meet priorities and deadlines. Keep track of administrative and academic deadlines, sending reminders when appropriate. Work with other administrative staff to facilitate scheduling with leadership from other offices internal and external to UT.
• Communication Management: Handle incoming and outgoing communications, including emails and phone calls. Prepare routine, well-written correspondence for distribution and prepare correspondence on behalf of executives. Find, organize, and present information internal and external to the University to support decision-making and reporting in an efficient manner. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Act as liaison between the executive and other staff members as needed.
• Administrative Support: Assist executives with travel scheduling, purchasing, processing reimbursements, and related activities. Oversee the School reception area, offices, and spaces. Supervise student workers as needed. Function as part of the School administrative team. Contribute to a positive and productive workplace culture and promote collaboration and teamwork as part of the Finance and Administration team.
• Meeting and Project Coordination: Coordinate visits of guests invited by the School Leadership. Reserve meeting spaces, place catering orders, and ensure meeting setup in advance including any supplies and technology needs. Assist with School projects and events.
• Coordination with College and Departments: Liaise with the Dean's Office in the College of Natural Sciences and the Office of External Affairs for various purposes, including Development efforts. Coordinate with the leadership and administration of the three departments within the School of Computing – Computer Science, Statistics and Data Science, and Information. Assist with public relations and outreach tasks.
• Other related functions as assigned.

Knowledge, Skills, Abilities needed for this role:

• Professionalism, discretion, and sound judgment.
• Demonstrated sound judgment in filtering and prioritizing information, meetings, and tasks.
• Ability to build and maintain effective relationships
• Highly detail oriented with outstanding organizational and time-management skills.
• Demonstrated ability to consistently meet goals, deadlines, and objectives.
• A self-starter with the ability to work efficiently and flexibly in a fast-paced environment with minimal guidance.
• Ability to draft clear and concise written communications, 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.
• Ability to learn new technologies and systems quickly.