Executive Administrative Assistant

Children’s Research Institute at UT Southwestern; Dallas (TX); On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to support the Director and laboratory operations. This role requires an energetic and detail-oriented individual capable of managing complex schedules, coordinating travel, and providing administrative support for grants. The ideal candidate will possess strong communication skills and a proactive approach to problem-solving, ensuring efficient use of the Director's time. Join a dynamic team dedicated to transformative biomedical research and make a significant impact in a collaborative environment.

Qualifications

• 5-7 years of administrative experience, particularly supporting executives.
• Proficiency in Microsoft Office Suite and excellent communication skills.

Responsibilities

• Maintain the professional calendar for the Director and schedule appointments.
• Coordinate complex travel and prepare expense reports for the Director.

Skills

Administrative Support

Communication Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Problem-Solving Skills

Detail-Oriented

Multi-Tasking

Education

Bachelor’s Degree

Master’s Degree

Job description

Children’s Medical Center Research Institute at UT Southwestern (CRI) is a joint venture established in 2011 to build upon the scientific excellence of UT Southwestern Medical Center and the clinical expertise of Children’s Medical Center. CRI’s mission is to perform transformative biomedical research to better understand the biological basis of disease, seeking breakthroughs that can yield new strategies for treating disease. CRI is creating interdisciplinary groups of scientists and physicians to pursue research at the interface of regenerative medicine, cancer biology, and metabolism, fields that hold uncommon potential for advancing science and medicine.

We are seeking an Executive Assistant to support the Director and his laboratory. The Executive Assistant must be able to independently and accurately organize the Director’s schedule, complete complex administrative tasks, and interface well with the public, university and hospital leaders, and peers. We are looking for an energetic, detail-oriented, organized, and analytical individual with sound judgment. Successful candidates will be self-starters who are able to contribute to the efficient use of the Director’s time and help ensure that the laboratory and CRI are well run.

Essential Duties and Responsibilities

1. Maintain the professional calendar for the Director. Schedule appointments and meetings with lab staff, university faculty, students, media, external professionals, and administration.
2. Coordinate complex travel for the Director and laboratory staff. Prepare expense reports and maintain detailed expense records. Reconcile and pay invoices and charge cards.
3. Coordinate with development and communications staff to help organize VIP visits/meetings and CRI events.
4. Organize job searches for faculty or postdoctoral candidates. Coordinate the scheduling and logistics for faculty or postdoctoral candidate interviews. Assist with onboarding new laboratory employees.
5. Assist with administrative aspects of personnel management, including processing timesheets. Ensure compliance with administrative, human resources, and department policies and procedures.
6. Prepare correspondence and reports requiring some understanding of technical matters. Respond to routine and non-routine inquiries using standardized policies and procedures. Update and maintain documents related to the laboratory, including travel and lab meeting schedules.
7. Provide administrative support for grants.
8. Perform other administrative duties and special projects as required.

Minimum Qualifications

• Bachelor’s degree with high achievement; Master’s degree preferred.
• Five to seven years of administrative or relevant experience, particularly in support of an executive.
• Excellent written and oral communication skills.
• Detail-oriented with the ability to multi-task accurately in a busy environment.
• Energetic self-starter and critical thinker.
• Thoughtful problem-solving skills and ability to independently resolve conflicts in schedules.
• Proficiency in Microsoft Outlook, Word, and Excel.
• Knowledge and experience with budgets and maintaining financial records.
• Ability to recognize and safeguard confidential information.

Additional Information

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Research Services