Job Posting Title:
Executive Assistant to the Dean
----

Hiring Department:
Education - Office of the Dean
----

Position Open To:
All Applicants
----

Weekly Scheduled Hours:
40
----

FLSA Status:
Exempt from FLSA
----

Earliest Start Date:
Immediately
----

Position Duration:
Expected to Continue
----

Location:
UT MAIN CAMPUS
----

Job Details:

Purpose:

The College of Education seeks a highly organized, professional, and experienced Executive Assistant to the Dean. The Executive Assistant provides executive-level administrative, operational, communications, and project support to the Dean and the Office of the Dean. Serving as a primary representative of the Dean's Office, this position manages complex scheduling, communications, meetings, and confidential matters with professionalism, discretion, and sound judgment.

The Executive Assistant anticipates needs, prioritizes competing demands, coordinates across a wide range of internal and external stakeholders, and ensures the Dean is well prepared for meetings, events, travel, and strategic initiatives. The position serves as a key liaison between the Dean and college, university, and external constituencies, helping facilitate effective communication, follow-through, and execution of priorities.

The role also provides operational leadership for key college meetings and events and supervises administrative staff within the Office of the Dean, coordinating workload, priorities, and administrative processes in support of college goals.

Responsibilities:

Executive Support to the Dean

Coordinate comprehensive executive and administrative support for the Dean, including management of a complex calendar, scheduling and coordination of meetings, preparation of correspondence, presentations, and briefing materials, and organization of priorities, action items, and delegated approvals. Handle confidential and sensitive matters with discretion and professionalism. Ensure the Dean is prepared for meetings, events, travel, and other engagements by coordinating background materials, logistics, and technology needs.

Strategic Coordination and Project Support

Coordinate special projects, initiatives, and emerging issues on behalf of the Dean. Monitor progress on assigned priorities, facilitate follow-up activities, and work with stakeholders to ensure timely completion of action items. Identify and resolve administrative issues proactively and elevate matters requiring executive attention.

Meetings, Events, and College Convenings

Lead administrative and logistical planning for meetings, retreats, events, and other college convenings sponsored by the Dean's Office. Responsibilities include agenda development, preparation and distribution of materials, coordination of communications, management of logistics, documentation of outcomes, and follow-up tracking. Provide staff leadership support for the Leadership Team, Chairs' Meeting, Dean's Team, Staff Advisory Committee, and other groups as assigned.

Communications and Constituent Relations

Serve as a primary point of contact for the Dean and represent the Dean's Office with professionalism and responsiveness. Coordinate communications on the Dean's behalf and work effectively with faculty, staff, students, alumni, donors, governmental officials, university administrators, and other internal and external stakeholders.

Dean's Office Operations and Staff Supervision

Supervise and coordinate the work of Dean's Office administrative staff. Establish priorities, monitor workflow, provide coaching and guidance, ensure effective administrative support, and assist in resolving operational issues. Support continuous improvement of administrative processes and office operations.

Other Related Duties as Assigned

Perform other duties and responsibilities in support of the Dean, the Office of the Dean, and college priorities.

Knowledge, Skills, and Abilities

• Executive-level judgment, discretion, and professionalism.
• Ability to anticipate needs, prioritize effectively, and manage multiple competing demands.
• Strong organizational, project coordination, and follow-through skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to build collaborative relationships with diverse stakeholders.
• Strong attention to detail and commitment to accuracy.
• Adaptability and sound decision-making in a fast-paced environment.

Required Qualifications

• Bachelor's degree or equivalent combination of education and relevant experience.
• Five years of progressively responsible experience providing administrative or executive support to senior leaders in a complex organization.
• Demonstrated experience managing complex schedules, communications, meetings, and competing priorities.
• Experience handling confidential and sensitive information with discretion and professionalism.
• Experience coordinating meetings, events, and administrative processes involving multiple stakeholders.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and calendaring systems.

Preferred Qualifications

• Seven or more years of executive-level administrative support experience.
• Experience supporting senior academic leaders or executives in a higher education environment.
• Experience preparing executive correspondence, presentations, briefing materials, and reports.
• Experience supervising staff and coordinating administrative operations.
• Knowledge of university policies, administrative systems, and travel/expense processes.

Salary Range

$85,000 + depending on qualifications

Work Shift: Standard 8am - 5pm

May require occasional support for events, retreats, meetings, or convenings outside standard office routines.

Working Conditions:

• Standard office environment.
• Regular interaction with senior leadership, faculty, staff, students, alumni, donors, and external constituents.
• May require occasional support for events, retreats, meetings, or convenings outside standard office routines.
• Requires handling confidential and time-sensitive information.

Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

----

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.