Executive Assistant

Executive Assistant

The Executive Assistant will provide high-level executive support to senior executives with a large volume of highly complex decisions in our Fetal Medicine Division. The role may also assist with the supervision of a large clerical staff function, exercising a high degree of initiative and judgment. They will manage many complex office decisions 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.

Responsibilities

Calendar Management and Scheduling

Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.

Performs executive office administrative functions consistent with the assigned executive(s)' function, to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.

Works with other key administrative staff to facilitate easy workflow.

Coordinates and schedules visitor travel and agendas; plan catering for lunch meetings and special events; manage contact lists and committee membership lists.

Communication Management

Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.

Handles incoming and outgoing communications, including emails and phone calls.

Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of assigned executive(s).

Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.

Acts as liaison between the executive and other staff members.

Meeting and Project Coordination

Conducts necessary research and compiles data for executive decision-making.

Coordinates with various departments to support project execution.

Schedules, attends, and takes minutes for meetings as needed.

Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.

Document Management

Maintains and organizes important documents and records.

Prepares reports, presentations, and other documents as needed.

Ensures confidentiality and security of sensitive information.

Manages assigned databases, entering date, coordinating approvals, and sending emails.

Financial Support

Processes travel and purchasing, reimbursements.

Manages entries in databases and assists with the preparation and completion of the executive's annual budget.

Processes monthly account reconciliations and variance reports.

Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

Required Qualifications:

• Bachelor's Degree in Business or related field
• 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.

Preferred Qualifications:

• 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

Salary Range

$60,000+ depending on qualifications

Working Conditions

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation

Required Materials

• Resume
• Letter of interest
• 3 work reference names (with contact information)

Important: Before submitting your online application, ensure that ALL required materials have been uploaded. Once submitted, you cannot make changes to your application.