Executive Assistant

Executive Assistant

Hiring Department: School of Civic Leadership

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: AUSTIN, TX

General Notes: Established in 2023 as UT Austin's newest college, the School of Civic Leadership is a community of scholars and students dedicated to studying the foundational ideas and institutions of a free society, with the goal of advancing human flourishing. We value independent thought, civil discourse, reasoned deliberation, and intellectual curiosity as we prepare to meet the challenges of the present and sustain the blessings of liberty for future generations. Upholding the University's motto—Disciplina Praesidium Civitatis, "Education is the guardian genius of democracy"—we advance The University of Texas at Austin's mission to achieve excellence in education, research, and public service.

The University of Texas at Austin provides an outstanding benefits package to staff, including:

• Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%)
• Vision, dental, life, and disability insurance options
• Paid vacation, sick leave, and holidays
• Teachers Retirement System of Texas (a defined benefit retirement plan)
• Additional voluntary retirement programs: tax sheltered annuity 403(b) and a deferred compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Training and conference opportunities
• Tuition assistance
• Athletic ticket discounts
• Access to UT Austin's libraries and museums
• Free rides on all UT Shuttle and Capital Metro buses with staff ID card

Purpose: The Executive Assistant to the Dean provides executive-level administrative support by coordinating scheduling, travel, communications, events, and business operations. This role serves as the primary administrative support for the Dean's Office, ensuring efficient operations and seamless coordination with internal and external stakeholders.

Responsibilities:

• Inbound Communication to the Dean's Office. Serve as the primary point of contact for inbound communications to the Dean's Office. Manage the Dean's calendar, coordinate meetings with internal and external stakeholders, route inquiries to the appropriate team members, manage electronic and physical correspondence, and maintain the Dean's office files.
• Travel Coordination. Coordinate travel arrangements for the Dean and official guests, including developing itineraries, booking travel, preparing itineraries, process travel reimbursements, and draft or edit travel-related correspondence.
• Events coordination. Serve as the primary point of contact for Dean's Office events. Coordinate event logistics, communicate with internal and external partners, collaborate with administrative support staff, and ensure and ensure necessary materials and communication have been disseminated to appropriate stakeholders.
• Dean's Office Business Operations. Manage administrative and business operations on behalf of the Dean, including purchase orders, contracts, payments, honoraria, event expenses, and related financial transactions. Serve as the primary liaison between the Dean's Office and administrative support units.
• Guest and Visitor Coordination. Coordinate visits hosted by the Dean's Office, including scheduling meetings, developing itineraries, arranging logistics, preparing briefing materials, coordinating visitor communications, greeting guests, arranging parking and building access, providing hospitality, and serving as the primary point of contact before and during visits.
• Executive Support. Prepare presentations, reports, correspondence, and other materials on behalf of the Dean as needed.
• Other duties as assigned

Required Qualifications

• Bachelor's degree and at least 5 years of experience including two years at either the Administrative Associate or Senior Administrative Associate level.
• Experience supporting executive level leaders.
• Demonstrated experience managing complex calendars, coordinating meetings and travel, and balancing multiple competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to communicate effectively and diplomatically with individuals at all organizational levels and external partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently manage sensitive information with a high degree of accuracy and professionalism. Excellent written and verbal communication.

Relevant education and experience may be substituted as appropriate.

Salary Range

$82,000+ depending on qualifications

Required Materials

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