Executive Assistant - School of Public Health (ONSITE)

Executive Assistant

We are hiring an Executive Assistant (Full-time) to join the UTHealth Houston School of Public Health in Houston, Texas. This position is onsite, MondayFriday, 8:00 AM 5:00 PM. In this role, you will provide high-level executive and administrative support to the Center Director/Institute Vice President. You will also manage complex calendars, travel arrangements, meetings, communications, and priority tracking while exercising initiative, discretion, and independent judgment. The ideal candidate should have at least 6 years of related experience.

What we do here changes the world. UTHealth Houston is Texas' resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That's where you come in.

Once you join us you won't want to leave. It's because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you'd expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time all of which equates to around 37-38 days per year)
• The longer you stay, the more vacation you'll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees! As a world-renowned institution, our employees' wellbeing is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Position Summary:

Provides advanced and confidential administrative support to a senior University leader. Manages complex calendars, travel arrangements, meetings, communications, and priority tracking while exercising initiative, discretion, and independent judgment. Requires extensive knowledge of University policies and procedures and the ability to effectively manage multiple priorities in a fast-paced environment.

Position Key Accountabilities:

• Resolves complex inquiries and issues, responds to correspondence and telephone contacts, and exercises independent judgment within established guidelines.
• Manages complex executive calendars, schedules, and domestic and international travel arrangements.
• Prioritizes competing demands, coordinates logistical details, and ensures compliance with all University, governmental, sponsor, and grant-related policies and requirements.
• Coordinates all aspects of business travel, including travel authorizations, itineraries, conference registrations, supporting documentation, travel reconciliation, and reimbursement processing. Ensures timely submission and follow-up of travel-related transactions and compliance with institutional policies and sponsor requirements.
• Prepares, submits, tracks, and reconciles reimbursements, payment requests, official function forms, purchasing documentation, procurement requests, and other financial transactions. Maintains supporting documentation and serves as a resource regarding University policies and procedures related to expenditures and reimbursements.
• Maintains filing systems, records, reports, and documentation for assigned areas, ensuring accuracy, completeness, confidentiality, and compliance with applicable legal, regulatory, and institutional requirements.
• Responsible for accurate and timely data entry and submission of information through financial, human resources, purchasing, and other institutional systems. Monitors the status of transactions and follows up to ensure timely processing and resolution.
• Coordinates executive meetings, special events, retreats, board and advisory committee meetings, donor engagement activities, and other high-profile engagements. Arranges meeting logistics, prepares materials, coordinates participant communications, secures meeting space, and manages audiovisual and hospitality needs. Prepares and processes all required event-related documentation, including official function requests and supporting materials.
• Screens calls and email correspondence and receives, prioritizes, and directs visitors and inquiries.
• Regularly handles highly confidential, sensitive, and proprietary information, exercising sound judgment, discretion, and professionalism in all matters.
• Supports special projects, strategic initiatives, and operational priorities on behalf of leadership. Coordinates activities across multiple departments, offices, and stakeholders to facilitate successful project execution and organizational effectiveness.
• Performs other duties as assigned.

Certification/Skills:

• None

Minimum Education:

• High School Diploma or equivalent required Bachelor's Degree preferred

Minimum Experience:

• 6 years of related work experience required.
• Extensive experience with scheduling, maintaining calendars, and travel itineraries required.
• Prior experience preparing meeting materials or general reports required.
• May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/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), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether things such as criminal history or continuous connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from being able to maintain the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R. 791.4.

Residency Requirement:

Employees must permanently reside and work in the State of Texas.