Executive Administrative Assistant

University-of-St.-Augustine-For-Health-Sciences; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

University of St. Augustine for Health Sciences seeks an experienced executive administrative assistant to support senior leadership. The role requires campus presence in Austin five days a week, handling calendars, travel, budgets and reporting with proficiency in Word, Excel and PowerPoint.

You will prepare meetings, create presentations, process expenses in PeopleSoft and maintain confidential files. Prior higher-ed experience is highly valued.

Qualifications

• Minimum 5–7 years of administrative support experience, preferably at executive level.
• Experience in higher education is highly preferred.
• Proactive, organized and able to anticipate leadership needs.

Responsibilities

• Provide comprehensive executive administrative support to senior leaders.
• Schedule calendars across time zones; coordinate meetings and travel.
• Prepare agendas, minutes, reports and PowerPoint presentations.
• Process expenses and maintain confidential files and records.
• Coordinate campus events and front desk coverage across locations.
• Communicate professionally with internal departments and external contacts.

Skills

Word

Excel

PowerPoint

Outlook

SharePoint

Data reporting

Education

High school diploma or equivalent

Business/associates degree preferred

Tools

PeopleSoft

Job description

GENERAL SUMMARY

University of St. Augustine for Health Sciences (USAHS) is currently seeking a highly-qualified, experienced, executive administrative assistant to provide support to senior institutional leadership. The ideal candidate must be professional, proactive and able to anticipate the needs of senior leaders. This position is responsible for providing all aspects of administrative support. Candidate must be highly proficient in Word, Excel, and PowerPoint. Individual will be responsible for word processing, budget tracking, data reporting and creation of presentations. In addition, the qualified candidate will handle incoming and outbound phone calls, expense reporting and spreadsheets in support of institutional needs.

This is a campus-based position located on the Austin campus in Austin, Texas and requires a presence on campus 5 days per week.

ESSENTIAL DUTIES AND RESPONSIBILITIES

General Duties:

· Calendar scheduling to include coordinating, scheduling and updating of calendars across time zones and geographies; work in collaboration with other administrative assistants and academic program assistants across the university to coordinate group meetings.

· Manage domestic and international travel itineraries to include coordinating travel and lodging arrangements, updating calendars with travel information and confirming reservations; conduct research as needed for travel arrangements

• Provide a bridge for smooth communication between the senior leader’s office and internal

Departments, while demonstrating credibility, trust and support.

· Manage expense reports in PeopleSoft and through manual methods and submit for reimbursement

· Provide primary support for meetings to include arranging all meeting logistics including but not limited to preparing agendas, collecting information, arranging live meetings/interactive software, video conferences, conference calls, hotel accommodations, catering, room set up, document preparation, coordinate offsite meetings and logistics, etc.

· Prepare documents such as spreadsheets and PowerPoint presentations, create and maintain organizational charts, handle correspondence, take meeting minutes, and prepare documents as directed

· Prepare, process and maintain database for special reports including; invoices, check requests, time off forms, expense reports, memberships, subscriptions and other needs as directed

· Establish and maintain an organized system for maintaining regular and confidential files and records

• Coordinate and develop campus events and functions.

· Anticipate the needs of the institution; assume responsibility for projects, and make suggestions about current processes and procedures

· Responsible for monitoring and ordering supplies and managing office equipment requests in relation to maintenance; printers, copier service calls, and other needs as requested

• Act as the first point of contact for potential students and guests in the reception area; responsible for dealing with inquiries on the phone and face-to-face.
• Responsible for creating and maintaining a schedule to ensure proper coverage of the front desk receptionist area across campus locations; will identify, engage and oversee supplemental workers for the receptionist function.

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

POSITION IN ORGANIZATION

REPORTS TO: Senior leadership team member

POSITIONS SUPERVISED: Not applicable

TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Incumbents will be evaluated, in part, based on performance of each essential function. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE

• Must have a high school diploma, college degree or equivalent experience preferred. Secondary education or a degree in a business school, trade school or an associate degree or equivalent experience highly preferred.

• A minimum of 5 -7 years of administrative support experience, preferably at the executive level, experience working in higher education is highly preferred.

BUSINESS COMPETENCIES

• Collaborates - Building partnerships and working collaboratively with others to meet shared objectives.
• Being Resilient - Rebounding from setbacks and adversity when facing difficult situations.
• Instills Trust - Gaining the confidence and trust of others through honesty, integrity, and authenticity.
• Drives Results - Consistently achieving results, even under tough circumstances.
• Innovation - Creating new and better ways for the organization to be successful.
• Customer Focus - Building strong customer relationships and delivering customer-centric solutions.

ADDITIONAL COMPETENCIES

• Must possess solid and advanced level skills in MS Outlook, Word, Excel, PowerPoint, and SharePoint. Knowledge of Visio is a plus.
• Must be a detail-oriented, self-starter who can work both individually and in a collaborative team environment; have the ability to handle multiple tasks in a constantly changing environment.
• Strong ability to multitask and handle competing priorities, solid organizational skills, customer service oriented, ability to communicate well
• Excellent written and verbal communication skills; excellent listening and assimilation skills and the ability to thrive in a fast-changing environment.
• Ability to travel, as required for university meetings

WORK ENVIRONMENT
Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary.