Executive Administrative Assistant- Faculty Affairs

University of Houston; Houston (TX); On-site; USD 57,000 - 65,000; Full time

Job summary

The University of Houston's Faculty Affairs department seeks an experienced administrator to coordinate and manage the office of a senior university executive. You will handle calendar management, arrange travel, prepare briefing materials, and support confidential communications.

Requires a four-year degree and at least five years of related experience. You will supervise administrative tasks and coordinate with internal and external stakeholders to ensure timely, professional operations.

Qualifications

• Requires a minimum of five (5) years of directly job-related experience.
• Formal four-year degree or equivalent in-depth training related to the work.

Responsibilities

• Coordinates and manages the executive's daily schedule with internal and external stakeholders.
• Maintains appointment calendar and coordinates travel arrangements.
• Screens calls and prioritizes mail; drafts routine responses as needed.
• Functionally supervises clerical staff in the office and handles confidential information.
• Prepares meeting agendas and briefing materials for executive discussions.
• Coordinates communications and correspondence on behalf of the executive; tracks deadlines.

Skills

Schedule management

Communication skills

Discretion

Microsoft Office

Problem solving

Education

Bachelor's degree

Tools

MS Office

Job description

Department:

Faculty Affairs

Salary:

56,800-64,600

Description:

Coordinates, directs and manages the office of a top university executive limited to a Vice Chancellor/Vice President, Asst Vice Chancellor/Vice President, Vice President, Assoc Vice President or Dean.

1. Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders.

2. Maintains appointment/meeting schedule and calendar.

3. Makes travel arrangements, screens all in-coming telephone calls, and sorts and prioritizes mail.

4. Drafts routine responses to correspondence as needed.

5. Functionally supervises projects in the office of the executive.

6. Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.

7. May supervise secretarial and clerical staff in the office.

8. Performs other job-related duties as assigned.

MQ: Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Requires a minimum of five (5) years of directly job-related experience.

Additional Duties:

• Responsible for supporting the administrative needs of the Sr. Vice Provost for Faculty Affairs and Faculty Development and associated offices.
• Manage and coordinate the executive's calendar, ensuring priorities are appropriately scheduled and deadlines are met.
• Monitor commitments and action items, providing proactive reminders and follow-up to ensure timely completion.
• Identifying overdue items, and escalating concerns when necessary.
• Prepare meeting agendas and briefing materials.
• Coordinate communications and correspondence on behalf of the executive, ensuring prompt responses and appropriate follow-through.
• Anticipate scheduling conflicts, competing priorities, and potential bottlenecks, recommending solutions and adjustments as needed.
• Maintain tracking systems for important recurring responsibilities.
• Exercise sound judgment and discretion while managing confidential and sensitive information.
• Maintain and manage key departmental lists, databases, and records, ensuring information is current, accurate, and accessible.
• Represents the [department] at campus-wide, community, and external events as appropriate.

The ideal candidate for this position should possess the following:

• Ability to take initiative, problem solve, exercise excellent judgment, demonstrate critical thinking skills, and adapt to shifting priorities in a fast-paced settings.
• Ability to interpret and follow university policy and procedures.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Highest level of professionalism and respect for confidentiality.

Preferred Qualifications:

• Higher Education Experience.
• Experience working with High Level executives

The following documents are required:

• Cover letter delineating the manner in which your work experience applies to the posting.
• Resume
• Salary History
• Transcript
• Three work references. The hiring department expects you to name current or past supervisors.

NOTE: We will maintain your confidentiality and notify you before contacting any of your references. References will be contacted only after the interviewing process has been completed.

Incomplete applications will not be reviewed.

- Department is willing to accept experience in lieu of education.

All positions at the University of Houston-System are security sensitive and will require a criminal history check.

The University of Houston System and its universities are Equal Opportunity Institutions. Everyone is encouraged to apply.