Executive Assistant, UT Health Austin

Purpose Executive Assistant provides high-level executive support to senior executives (at the Chair or Chief level or above) with a large volume of highly complex decisions. The role may also assist with the supervision of a large clerical staff function in the operation of the department, exercising a high degree of initiative and judgment. They manage many complex office decisions in a sizable department 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. The Executive Assistant works closely with other administrative staff, department heads, and external stakeholders. Responsibilities Calendar Management and Scheduling Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that often requires 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 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; plans catering for lunch meetings and special events; manages contact lists and committee membership lists. Communication Management Finds and organizes information internal and external to the University to support decision-making and reporting efficiently. 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, and 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 dates, 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 records and processes reimbursements and related activities. Required Qualifications Bachelor's Degree in Business or related field At least 5 years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Associate or the Senior Administrative Associate level. Preferred Qualifications Master's Degree in Business or related field At least 7 years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Associate or the Senior Administrative Associate level. 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 $59,672+ depending on qualifications Working Conditions Work in Standard Office Environment Repetitive use of a keyboard Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. Pay Transparency The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. E-Verify E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] Compliance Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701. #J-18808-Ljbffr The University of Texas at Austin