Job Posting Title:
Executive Assistant
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Hiring Department:
School of Civic Leadership
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Position Open To:
All Applicants
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Weekly Scheduled Hours:
40
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FLSA Status:
Exempt from FLSA
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Earliest Start Date:
Immediately
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Position Duration:
Expected to Continue
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Location:
AUSTIN, TX
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Job Details:

Purpose

The Executive Assistant to the Dean provides executive-level administrative support to the Dean 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

Importantfor applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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.

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