Executive Assistant

utaustin; Austin (TX); On-site; USD 55,000 - 85,000; Full time

Job summary

Dell Medical School in Austin, TX is seeking an Executive Assistant to provide high-level executive and administrative support to senior leadership. The role manages complex calendars, communications, meetings, projects, documents, and financial activities with discretion.

You will work with administrative staff, department heads, University partners, and external stakeholders to ensure efficient operations and timely decision-making.

Qualifications

• Proficiency with Microsoft Office Suite and CRM tools.
• Excellent verbal and written communication.
• Strong attention to detail and accuracy.
• Ability to draft clear correspondence.
• Demonstrated initiative and problem-solving.

Responsibilities

• Manage complex calendars and prioritize schedules.
• Handle internal and external communications and correspondence.
• Coordinate meetings, take minutes, and support projects.
• Maintain documents, records, and confidential information.
• Process travel, purchasing, reimbursements, and budgeting support.
• Support training and professional development, mentor staff.
• Uphold internal controls and reporting structures.

Skills

Office tools

CRM tools

MS Office

Communication skills

Attention to detail

Initiative

Tools

CRM software

Databases

Job description

Job Posting Title

Executive Assistant

Hiring Department

Dell Medical School

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

Job Details

General Notes

The Executive Assistant provides high-level executive and administrative support to senior leadership, managing complex schedules, communications, meetings, projects, documents, and financial activities. This role exercises a high degree of initiative, judgment, discretion, and independent decision-making while managing competing priorities in a dynamic environment.

The position works closely with administrative staff, department heads, University partners, and external stakeholders to support efficient executive and departmental operations.

Purpose

The Executive Assistant provides high-level executive support to senior executives at the Chair or Chief level or above, supporting a large volume of highly complex decisions and administrative activities.

The role manages complex office priorities and provides financial and other factual information from a variety of sources requiring both independent and collaborative decision-making and fluid reprioritization of workflows. Responsibilities include managing calendars and schedules, coordinating meetings, handling correspondence, supporting projects, maintaining documentation, and performing administrative functions to promote executive efficiency and effectiveness.

Responsibilities

Calendar Management and Scheduling

Manage complex calendars to prioritize work schedules and workflow, including frequent reprioritization requiring independent and collaborative decision-making.

Perform executive office administrative functions consistent with the assigned executive's responsibilities and critical deadlines.

Assess and coordinate personnel and resources to support efficient workflow and work distribution, ensuring protocols are followed and deliverables are met.

Work with other key administrative staff to facilitate effective workflow.

Coordinate and schedule visitor travel and agendas.

Plan catering for lunch meetings and special events.

Manage contact lists and committee membership lists.

Communication Management

Find and organize information internal and external to the University to support decision-making and reporting.

Manage incoming and outgoing communications, including emails and phone calls.

Prepare routine, professional correspondence for distribution and correspondence on behalf of assigned executives.

Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.

Serve as a liaison between the executive and other staff members.

Meeting and Project Coordination

Conduct research and compile data to support executive decision-making.

Coordinate with various departments to support project execution.

Schedule and attend meetings and prepare meeting minutes as needed.

Collaborate with Dell Medical School departments, University offices, UT System, and other academic and private-sector entities to support assigned projects and initiatives.

Document Management

Maintain and organize important documents and records.

Prepare reports, presentations, and other documents as needed.

Ensure confidentiality and security of sensitive information.

Manage assigned databases, including data entry, coordinating approvals, and sending communications.

Financial Support

Process travel, purchasing, and reimbursements.

Manage database entries and assist with preparation and completion of the executive's annual budget.

Process monthly account reconciliations and variance reports.

Assist with scheduling travel, maintain related records, and process reimbursements and associated activities.

Marginal or Periodic Functions

Assist with training on applicable UT processes as needed.

Promote professional growth and development by meeting mandatory and continuing education and skills competency requirements while supporting department-based goals.

Serve as a preceptor, mentor, and resource to less experienced staff.

Adhere to internal controls and reporting structure.

Perform related duties as required.

Knowledge, Skills, and Abilities

Skilled in using office tools, databases, and communication platforms to streamline administrative workflows.

Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, with experience in data entry and CRM tools.

Excellent verbal and written communication skills, including the ability to draft clear and concise correspondence, listen actively, and convey information accurately.

Strong attention to detail with the ability to review work, follow up on outstanding items, and identify and correct errors in documents and communications.

Demonstrated initiative, problem-solving ability, and ability to develop eff