Executive Assistant II

Job Title
Executive Assistant II

Agency
Texas A&M Veterinary Medical Diagnostic Laboratory

Department
Administration

Proposed Minimum Salary
Commensurate

Job Location
College Station, Texas

Job Type
Staff

Job Description
Job Description Summary

The Executive Assistant II, under general supervision, provides onsite administrative support to the agency's executive leadership team. This work involves providing executive level administration support to the TVMDL Office of the Director. This position assists in the resolution of complex, highly sensitive, and confidential administrative matters. This position serves as the office manager for the Office of the Director.

Essential Duties and Responsibilities

Support Agency Executive Team

• Coordinates and prepares travel arrangements/itineraries, making judgments on appropriate arrangements; collects proper expense report documentation and works with finance to ensure timely reimbursements.
• Maintains calendar appointments, schedules meetings and calls, prioritizing events as necessary. Maintains annual calendar of events, meetings, due dates, and other activities to ensure deadlines are met and reoccurring activities are sustained.
• Manages with strict confidentiality, all mail, files, correspondence, reports, legal documents and information regarding sensitive personnel and organizational issues.
• Plans and executes agency-wide meetings, interviews for prospective employees, and other administrative events hosted by the Director's Office. Anticipates needs, organizes logistics, sets agendas, and provides background materials as needed.
• Under direction, manages changes to agency databases for the TVMDL Laboratory Information Management System (LIMS).
• Maintains training assignments for LIMS for all agency employees, including onboarding and offboarding users in a timely manner.
• Completes monthly records retention processes to comply with state requirements.
• Maintains database for veterinary license holders, update CVM pharmacy list with hiring and separations.
• Assists with annual key inventory, office assignment inventory, facility space inventory, and scanning field service reports.
• Manages filing systems and records destruction schedule for documents in Laserfiche.
• Serves as coordinator TVMDL's visitor program, working closely with TVMDL's Safety Officer and visitor hosts to ensure compliance with TVMDL SOPs and agency procedures.
• May liaise with Office of General Counsel and Texas A&M AgriLife Contracts in the management and administration of material transfer agreements, memorandums of understanding, open records/public information requests, subpoenas, etc.
• May assist with administrative duties related to employee onboarding, promotion, and offboarding.

Serve as Office Manager

• Answers telephones and greets guests in the Director's Suite. Collects and distributes mail and packages.
• Orders business meals, equipment, and event materials as requested. Maintains supply inventory and break-room needs.
• Is responsible for the agency's conference rooms/huddle spaces, manages scheduling conflicts, room needs, scheduling maintenance needs, etc.
• Leads and/or assists with special projects for the Director's Office as appropriate.
• Provides technical guidance and advice on administrative matters to agency staff.
• Serves as a notary public for TVMDL employees.
• Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations.

Other

• Works cooperatively within the agency to improve customer service and promote team spirit; fosters teamwork among co-workers and colleagues; keeps staff informed of progress on issues.
• Participates as a productive team member in support of TVMDL objectives. Serves as a resource in the planning and execution of standing and ad-hoc employee events, including employee appreciation week, holiday parties, SECC, retirement celebrations, wellness activities, award programs, and others.
• Operates assigned equipment in a safe manner and in adherence to all TAMUS, AgriLife, and TVMDL policies as well as local, state, and federal laws.
• Performs other duties as required.

Additional Job Details:

• TVMDL is considered an essential component of the Texas A&M University System (TAMUS) and remains operational for several "open holidays" in which overtime or compensatory time may be earned. For information on TVMDL's holiday schedule, visit our website.
• TVMDL is located on the campus of Texas A&M University (TAMU). Parking permits are available from TAMU at the expense of the employee.
• Occasional in-state travel is required. Operates assigned equipment in a safe manner and in adherence to all TAMUS, AgriLife, and TVMDL policies as well as local, state, and federal laws.
• Work beyond normal office hours and/or work on weekends may be required.

Qualifications

Required Education and Experience:

• Bachelor's degree in applicable field or equivalent combination of education and experience.
• Four years of related experience.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organizational skills.

Required Registrations, Certifications and Licenses:

• Must have a valid Texas motor vehicle operator's license or ability to obtain within 30 days of employment.

Preferred Qualifications:

• Previous executive assistant experience at the Director/CEO level.
• Experience in complex scheduling and travel logistics.
• Proficiency in Microsoft Office Suite as well as data entry and data editing using various web-based programs. Familiarity with Laserfiche.
• Able to manage multiple priorities while maintaining accuracy and meeting deadlines.
• Organized with attention for detail. Able to anticipate needs and act without waiting for direction. Strong written and verbal communication skills.
• Experience within the Texas A&M System.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.