Executive Assistant

Executive Assistant

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. This position requires excellent organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

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.
• Screen and prioritize incoming requests and inquiries, responding or redirecting as necessary.

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. At least 2 years of experience supporting an executive.
• Handle sensitive organizational information and personnel matters with a high level of confidentiality and professionalism.
• Experience identifying opportunities to improve administrative processes and reduce time waste.
• 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, Google Workspace).
• Ability to work independently, with a proactive and adaptable approach.
• Professionalism, discretion, and sound judgment.

Preferred Qualifications

• Over 2 years supporting an executive.
• 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.
• Repetitive use of a keyboard at a workstation.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

The University of Texas at Austin Staff