Dean’s Executive Assistant | Strategic Office Partner

School of Civic Leadership I The University of Texas at Austin; Austin (TX); On-site; USD 74,000 - 90,000; Full time

Job summary

The University of Texas at Austin’s School of Civic Leadership seeks an Executive Assistant to the Dean to provide high-level administrative support, manage the Dean’s calendar, travel, and communications, and coordinate business operations.

The role requires a Bachelor's degree and 5+ years supporting executives, with strong written and verbal communication, discretion, and the ability to balance complex priorities in a fast-paced environment.

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.

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

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion and confidentiality

Education

Bachelor's degree

5+ years executive support

Tools

Microsoft Office Suite

Scheduling software

Job description

The University of Texas at Austin’s School of Civic Leadership seeks an Executive Assistant to the Dean to provide high-level administrative support, manage the Dean’s calendar, travel, and communications, and coordinate business operations.

The role requires a Bachelor's degree and 5+ years supporting executives, with strong written and verbal communication, discretion, and the ability to balance complex priorities in a fast-paced environment.