Executive Assistant

University of North Texas System; Dallas (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

The University of North Texas System in Dallas is seeking an Executive Assistant to support the Provost and Executive Vice President. The role includes high-level administrative duties, liaising with stakeholders, and managing sensitive information.

The ideal candidate will hold a Bachelor’s degree and possess five years of varied office administration experience. Strong MS Office skills and the ability to thrive in a fast-paced environment are essential. This full-time position operates Monday to Friday, 8:00 am – 5:00 pm.

Qualifications

• Bachelor’s degree and five years of highly responsible office administration or business management experience.
• Ability to handle complex and confidential tasks utilizing judgment, tact, and resourcefulness.
• Experience in adjusting to constant changes and coordinating multiple tasks.

Responsibilities

• Provide high-level administrative support to the Provost and Executive Vice President.
• Organize and maintain calendars, prioritizing meetings and appointments.
• Manage office workload and supervise administrative staff.

Skills

Advanced MS Office skills

Knowledge of accounting/budgeting procedures

Ability to work under pressure

Supervisory skills

Communication skills

Education

Bachelor’s degree

Job description

Executive Assistant

University of North Texas – Dallas

Salary: Commensurate with experience

FTE: 1.000000

Position Overview

The Executive Assistant to the Provost provides high‑level administrative support to the Provost and Executive Vice President for Academic Affairs. The role is critical in ensuring the effective and efficient operation of the provost’s office, acting as a liaison between the Provost, University leadership, faculty, staff, students, and external stakeholders. The Executive Assistant is responsible for providing advanced specialized professional administrative support while managing daily administrative tasks, handling sensitive information, and coordinating special projects to support the mission and goals of the University of North Texas at Dallas.

Job Duties

• Serves as an advisor, offering insights and feedback when appropriate, based on a deep understanding of the Provost’s priorities and the University’s objectives.
• Adapts quickly to a fast‑paced environment and effectively responds to last‑minute changes to plans, including rescheduling meetings, modifying travel itineraries, or handling unexpected urgent matters.
• Coordinates the collection and analysis of data and the preparation of materials for meetings and conferences.
• Conducts research, compiles reports, and provides information for decision‑making, ensuring completion of required reports.
• Organizes and maintains calendars, ensuring meetings, appointments, and travel are coordinated effectively and efficiently. Makes critical prioritization decisions.
• Coordinates activities on behalf of the Provost, acting as a liaison between the Provost and other staff, faculty, and constituencies. Communicates instructions or decisions effectively.
• Manages and prioritizes the office workload by directly supervising administrative staff and students, tracking tasks, deadlines, and project milestones.
• Identifies issues or problems and researches solutions within specific management areas, balancing multiple tasks and priorities simultaneously, maintaining a high level of organization, accuracy, and positivity even in high‑pressure situations.
• Anticipates potential issues and proactively offers solutions before problems escalated. Serves as a resource for others in the resolution of complex problems and issues.
• Ensures that key discussions, decisions, and follow‑up actions are properly documented, communicated, and executed. Maintains appropriate records and documentation with strict confidentiality for all sensitive information, providing broad range of confidential, executive support.
• Responsible for budgeting, managing, tracking, planning, overseeing and reporting the annual budget, payroll, purchasing and expenditures. Reviews and approves ePARS on the Provost’s behalf, identifying and flagging items that need the Provost’s attention for decision.
• Filters communication, including calls, emails, and in‑person requests, prioritizes for importance and urgency, reviews all materials coming into the office and coordinates information flow. Drafts, edits, and reviews written correspondence on behalf of the Provost.
• Responsible for collecting faculty information and maintaining current records; generates faculty hiring, appointment, and tenure and promotion letters.
• Acts as a bridge between the Provost and the rest of the Academic Affairs team, fostering collaboration and communication to ensure alignment with the Provost’s and University’s goals.
• Performs other duties as assigned.

Minimum Qualifications

Bachelor’s degree and five (5) years of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Preferred Qualifications

Academic Affairs background.

Knowledge, Skills and Abilities

Advanced MS Office skills; knowledge of accounting/budgeting procedures; ability to work under pressure, adjust to constant changes, handle multiple tasks, and coordinate the work of others; keep complex records and assemble and organize data of complex nature; prepare and submit reports in acceptable formats; conceptualize, plan and organize multiple programs and assignments effectively; handle complex and confidential tasks utilizing judgment, tact, and resourcefulness; develop and maintain good working relationships; knowledge of policies, practices, procedures, and terminology of assigned function; supervisory skills.

Required Licenses, Registrations & Certifications

N/A

Physical Requirements

• Communicating with others to exchange information.
• Lifting and moving objects up to 20 pounds.
• Repeating motions that may include the wrists, hands and/or fingers.
• Sedentary work that primarily involves sitting or standing.

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

Mon. – Fri. 8:00 am – 5:00 pm

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. Additional references may 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, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.