Executive Administrative Assistant

Executive Administrative Assistant

Executive Administrative Assistant Schedule: MondayFriday, 37.5-hour workweek Hours: 8:30 AM 5:00 PM (includes a 60-minute lunch) Start Date: As soon as possible Work Location: Dallas, Texas 75205 Overview: The Executive Administrative Assistant provides high-level executive administrative support to the Executive Directors within the Division of Enrollment Services. This role ensures efficient operations by managing executive calendars, coordinating communications, performing accounting tasks, and serving as a key point of contact for internal and external stakeholders. Essential Functions

• Executive Support (Assistant Vice Provost/Dean of Admission & Executive Director of Student Financial Services) 20% Provides comprehensive administrative support, including scheduling, correspondence, document preparation, and handling confidential matters.
• Calendar Management 15% Manages executive calendars by coordinating appointments, prioritizing urgent and sensitive requests, and ensuring appropriate scheduling flow.
• Executive Support (Executive Directors of University Registrar & International Services) 5% Delivers administrative support to additional executive leaders as assigned.
• Administrative Communications 10% Drafts, edits, and prepares emails, memos, and communications on behalf of the executives.
• Accounting Duties 10% Prepares, manages, and submits expense reports and supports other accounting-related tasks.
• Meeting & Event Coordination 10% Organizes meetings by scheduling, sending reminders, preparing materials, and coordinating event support as needed.
• Visitor Reception 5% Welcomes visitors, determines the nature of their visit, and directs them appropriately.
• Research & Follow-Up 5% Conducts research and responds to inquiries requiring detailed information and follow-up.
• Internal & External Communication 10% Facilitates clear communication across departments and with external community partners to support administrative initiatives.
• Telephone Support 5% Answers and directs phone calls in a courteous and professional manner.
• Executive Visitor Coordination 5% Welcomes and guides visitors specifically seeking the Executive Directors.

Education & Experience

• Bachelor's degree required.
• Minimum 3 years of experience providing administrative and accounting support to executive-level leaders, preferably in higher education.

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy.
• Ability to work independently and meet deadlines.
• Excellent communication and interpersonal skills.
• Strong problem-solving capabilities.
• Expert proficiency in Microsoft Outlook and strong skills in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to thrive in a fast-paced, constantly changing environment.
• Strong computer and organizational skills.