Executive Administrator

University of North Texas System; Denton (TX); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking an Executive Administrator to provide comprehensive support to the Chancellor. This role requires exceptional organizational and communication skills to manage complex schedules, coordinate travel, and assist with Board meetings. The ideal candidate will thrive in a dynamic environment, demonstrating discretion and professionalism while handling sensitive information. Join a vibrant team dedicated to transforming lives through education, where your contributions will make a significant impact on the university system's mission and growth. If you're ready to take on a pivotal role in a forward-thinking institution, we want to hear from you!

Qualifications

• Bachelor's degree in Business Administration or related field required.
• 6+ years of executive support experience, ideally for C-Suite executives.

Responsibilities

• Manage the Chancellor's schedule and prepare meeting materials.
• Serve as a liaison for the Board of Regents and handle logistics.
• Conduct research and prepare summaries and reports as needed.

Skills

Organizational Skills

Communication Skills

Problem Solving

Confidentiality

Microsoft Office Proficiency

Adaptability

Time Management

Executive Support Experience

Education

Bachelor's Degree in Business Administration

Tools

Desktop Publishing Software

Job description

Title: Executive Administrator

Employee Classification: Executive Administrator

Campus: University of North Texas - System Administration

Division: SYS-UNTS Chancellor's Office

SubDivision-Department: SYS-Chancellor's Office

Department: SYS-Chancellor's Office-900100

Job Location: Denton

Salary: Commensurate with Experience

FTE: 1.000000

Retirement Eligibility: TRS Eligible

About Us - Values Overview:

Welcome to the University of North Texas System. The UNT System includes the University of North Texas in Denton and Frisco, the University of North Texas at Dallas and UNT Dallas College of Law, and the University of North Texas Health Science Center at Fort Worth. We are the only university system based exclusively in the robust Dallas-Fort Worth region. We are growing with the North Texas region, employing more than 14,000 employees, educating a record 49,000+ students across our system, and awarding nearly 12,000 degrees each year.

We are one team comprised of individuals who are committed to excellence, curiosity, and innovation. We are transforming lives and creating economic opportunity through education. We champion a people-first values-based culture where We Care about each other and those we serve. We believe that we are Better Together because we foster an inclusive environment of respect, belonging, and access for all. We demonstrate Courageous Integrity through setting exceptional standards and acting in the best interest of our communities. We are encouraged to Be Curious about opportunities for learning, creating, discovering, and innovating, and are encouraged to learn from failure. Show Your Fire by joining our team and exhibiting your passion and pride in your work as part of our UNT System team.

Department Summary

The University of North Texas System invites applications for the Executive Administrator.

Position Overview

This position is responsible for providing executive, administrative, and analytical support within the Office of the Chancellor. Manages the Chancellor's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the Chancellor and prepares summaries and reports, as requested. This position coordinates activities on behalf of the department or team and acts as a systemwide liaison, interacting with administrative offices and/or external constituencies while maintaining sensitivity to confidentiality and protocol. Identifies issues or problems and researches solutions within specific management areas. Serves as support for Board of Regents meetings and office management.

Minimum Qualifications

Bachelor's degree in Business Administration or related field and six (6) years of highly responsible and varied experience; or any equivalent combination of experience, education, and training.

Knowledge, Skills and Abilities

• Highly organized, adaptable, excellent communication skills, and tech-savvy.
• Discreet, proactive, resourceful, and calm under pressure.
• Flexible schedule and ability to travel within the metroplex on short notice.
• Meticulous in handling administrative tasks, proofreading documents, and maintaining accuracy in data entry.
• Must have excellent verbal and written communication skills when interacting with others.
• Must be a natural problem solver with strong situational awareness and the ability to anticipate challenges before they arise.
• Ability to handle sensitive information with confidentiality and maintain a professional demeanor in all interactions.
• Experience in scheduling meetings, coordinating travel arrangements, and managing appointments for executives.
• Resourceful in resolving issues independently and making quick decisions in high-pressure situations.
• Anticipates the needs of executives and takes initiative to provide support and assistance before it is requested.
• Significant executive support experience, including supporting C-Suite level executives.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, and donors.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Excellent judgment is essential.

Job Duties:

• This role extends beyond traditional administrative tasks and requires a candidate who can seamlessly manage diverse responsibilities while navigating a dynamic environment.
• The ideal candidate must be meticulous, highly organized, and adaptable, with the ability to prioritize multiple tasks efficiently.
• Provide sophisticated calendar management for the Chancellor and Chief of Staff. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Assist as a liaison and provide support to the Board of Regents. Assists in handling all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; record meeting minutes on behalf of Board Secretary.
• Complete a broad variety of administrative tasks, including assisting with special projects and research; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; developing and maintaining a sophisticated filing system.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Chancellor, including those of a highly confidential or critical nature.
• Work closely with the Chancellor to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Provide 'gatekeeper' and 'gateway' role, providing a bridge for smooth communication between the Chancellor and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows.

Work Schedule:

Generally Monday - Friday, 8:00 a.m. - 5:00 p.m.

Driving University Vehicle:

No

Security Sensitive:

This is a Security Sensitive Position.

Special Instructions:

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted.

Benefits:

For information regarding our Benefits, click here.

EEO Statement:

The University of North Texas System is firmly committed to equal opportunity and does not permit -- and takes actions to prevent -- discrimination, harassment (including sexual violence, domestic violence, dating violence, and stalking) and retaliation on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, genetic information, or veteran status in its application, employment practices and facilities.