Executive Assistant

The University of Texas at Arlington; Arlington (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

The University of Texas at Arlington is seeking an Executive Assistant to the Vice President for Student Affairs. The role supports senior leadership, manages calendars, budget processing, and staff supervision, while coordinating events and external relations.

Major duties include supervising staff, handling confidential materials, and ensuring efficient office operations with strong communication and organizational skills.

Qualifications

• Associate degree with 5+ years of admin experience or 7 years equivalent.
• Supervisory experience and budget management knowledge.
• Experience with PeopleSoft/UT Share preferred.

Responsibilities

• Manage calendars, conference rooms, time reports, contract processes for the VPSA.
• Oversee budget records and reconcile monthly statements.
• Coordinate personnel transactions, staff time, vacation, and leave per policy.
• Facilitate external relations and events for the VPSA in coordination with staff.
• Provide training and mentorship to administrative staff across Student Affairs.
• Prepare correspondence and proofreading for official signatures; handle confidential materials.
• Support committees and maintain filing systems; assist with records retention.

Skills

MS Office

Communication

Multitasking

Detail orientation

Confidentiality

Collaboration

Workload management

Education

Associate degree or equivalent experience

Tools

PeopleSoft/UT Share

Job description

Purpose of Position

The Executive Assistant provides comprehensive, executive administrative support for the Vice President for Student Affairs and the Division of Student Affairs office. Supervises an Administrative Specialist and student staff, while serving as a leader for the Division of Student Affairs administrative assistants support staff. Responsible for managing multiple calendars, projects, financial tasks, correspondence, and other administrative duties. Must be highly motivated, task-oriented, reliable, professional, capable of managing a complex workload, and able to prioritize tasks in a fast-paced office environment.

Essential Functions

• Manage scheduling of conference rooms, work orders, time reports, contract process and other general office duties for the Vice President for Student Affairs primarily.
• Support other members of the Student Affairs leadership team within the VPSA office as circumstances demand.
• Oversee and maintain budget records for purchasing and related financial management processes for the VPSA, including reconciling monthly financial statements.
• Manage personnel transactions, requisitions, ProCards, student employees' time, staff vacation and sick leave according to established policies and deadlines.
• Facilitate extensive executive outreach and external relations efforts on behalf of the VPSA, in coordination with the Administrative Specialist and other appropriate staff members.
• Manage/coordinate various events in support of the VPSA’s responsibilities, with emphasis on commencement-related activities.
• Compose correspondence and proofread documents for review and/or official signature (excused absence letters, contracts, resolutions, etc.).
• Handle numerous and significant confidential and sensitive materials.
• Manage logistics for several Student Affairs committees including Student Affairs Advisory Board, Handbook of Operating Procedures, Tuition Review, etc. Coordinate catering, meeting logistics and agendas for events, staff meetings, luncheons, receptions, retreats, etc.
• Coordinate and host quarterly meetings with administrative support staff across Student Affairs with a focus on professional development. Provide training, consultation, and general mentoring to the administrative staff across Student Affairs as the lead administrative staff member for the division.
• Develop, implement and maintain printed and digital filing system. Retain files according to records retention policy.
• Support Student Affairs email account and email listings.
• Facilitate the hiring of office vacancies.
• Process forms for recruitment, appointments, position changes, leave requests and terminations in PeopleSoft.
• Provides secondary administrative support for the Hispanic Serving Institutions personnel and programming within Student Affairs.
• Performs other duties as assigned.

Required Qualifications

• Associate degree with a minimum of five (5) years increasingly responsible administrative experience, supervisory experience, knowledge of digital tools and office software applications and demonstrated financial understanding of budget management or seven (7) years of an equivalent combination of education and experience.

Preferred Qualifications

• Bachelor's degree or equivalent with more than five years of increasingly responsible administrative experience, knowledge of digital tools, and other office software applications and demonstrated financial understanding of budget management.
• Experience with PeopleSoft/UT Share.

Knowledge, Skills & Abilities

• Proven administrative and Microsoft Office skills.
• Excellent oral and written communication skills.
• Ability to multitask, organize, prioritize and work with initiative both independently and within a team environment.
• Attention to details, decision-making and problem-solving skills.
• Ability to maintain a high degree of confidentiality.
• Must be highly motivated and collaborative.
• Ability to managing a significant workload and prioritize tasks in a fast-paced office environment.

Work Schedule

• Monday through Friday; 8:00am through 5:00pm
• 10% Travel.
• Requires occasional evening or weekend hours.

Benefits Information

Position is benefit eligible: Yes

We are proud to offer a comprehensive benefits package to our employees at the University.

https://www.uta.edu/hr/employee-benefits