Executive Assistant

The University of Texas at Austin; Austin (TX); On-site; USD 82,000 - 110,000; Full time

Job summary

The University of Texas at Austin seeks an Executive Assistant to the Dean to provide high-level administrative support, manage the Dean's schedule, coordinate travel, and handle communications with internal and external partners.

This exempt position, located in Austin, TX, requires a Bachelor's degree and at least five years of experience supporting executive leaders, with strong discretion and excellent written and verbal communication.

Qualifications

• Bachelor's degree and at least 5 years of experience including two years at Administrative Associate or Senior Administrative Associate level.
• Experience supporting executive level leaders.
• Demonstrated experience managing complex calendars, coordinating meetings and travel, and balancing multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to communicate diplomatically with internal and external partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage sensitive information with a high degree of accuracy.

Responsibilities

• Inbound communication to the Dean’s Office; manage the Dean's calendar and coordinate meetings with internal and external stakeholders.
• Coordinate travel arrangements for the Dean and guests; develop itineraries and handle reimbursements.
• Coordinate events for the Dean’s Office; manage logistics and stakeholder communications.
• Oversee Dean’s Office business operations including purchase orders, contracts, payments, and related financial transactions.
• Coordinate visits and hospitality for guests; prepare briefing materials and manage access and parking.
• Prepare presentations, reports, and other materials for the Dean as needed.
• Other duties as assigned.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder communication

Discretion/confidentiality

Education

Bachelor's degree

Job description

General Notes

Established in 2023 as UT Austin’s newest college, the School of Civic Leadership is a community of scholars and students dedicated to studying the foundational ideas and institutions of a free society, with the goal of advancing human flourishing. We value independent thought, civil discourse, reasoned deliberation, and intellectual curiosity as we prepare to meet the challenges of the present and sustain the blessings of liberty for future generations.

Job Posting Title: Executive Assistant

Hiring Department: School of Civic Leadership

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: AUSTIN, TX

Upholding the University’s motto—Disciplina Praesidium Civitatis, “Education is the guardian genius of democracy”—we advance The University of Texas at Austin’s mission to achieve excellence in education, research, and public service.

Purpose

The Executive Assistant to the Dean provides executive-level administrative support by coordinating scheduling, travel, communications, events, and business operations. This role serves as the primary administrative support for the Dean's Office, ensuring efficient operations and seamless coordination with internal and external stakeholders.

Responsibilities

• Inbound Communication to the Dean’s Office. Serve as the primary point of contact for inbound communications to the Dean's Office. Manage the Dean's calendar, coordinate meetings with internal and external stakeholders, route inquiries to the appropriate team members, manage electronic and physical correspondence, and maintain the Dean's office files.
• Travel Coordination. Coordinate travel arrangements for the Dean and official guests, including developing itineraries, booking travel, preparing itineraries, process travel reimbursements, and draft or edit travel-related correspondence.
• Events coordination. Serve as the primary point of contact for Dean's Office events. Coordinate event logistics, communicate with internal and external partners, collaborate with administrative support staff, and ensure and ensure necessary materials and communication have been disseminated to appropriate stakeholders.
• Dean’s Office Business Operations. Manage administrative and business operations on behalf of the Dean, including purchase orders, contracts, payments, honoraria, event expenses, and related financial transactions. Serve as the primary liaison between the Dean's Office and administrative support units.
• Guest and Visitor Coordination. Coordinate visits hosted by the Dean's Office, including scheduling meetings, developing itineraries, arranging logistics, preparing briefing materials, coordinating visitor communications, greeting guests, arranging parking and building access, providing hospitality, and serving as the primary point of contact before and during visits.
• Executive Support. Prepare presentations, reports, correspondence, and other materials on behalf of the Dean as needed.
• Other duties as assigned

Required Qualifications

• Bachelor's degree and at least 5 years of experience including two years at either the Administrative Associate or Senior Administrative Associate level.
• Experience supporting executive level leaders.
• Demonstrated experience managing complex calendars, coordinating meetings and travel, and balancing multiple competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to communicate effectively and diplomatically with individuals at all organizational levels and external partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently manage sensitive information with a high degree of accuracy and professionalism. Excellent written and verbal communication.

Relevant education and experience may be substituted as appropriate.

Salary Range

$82,000+ depending on qualifications

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) and if this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.