Executive Assistant

UT Health San Antonio; San Antonio (TX); On-site; USD 52,000 - 68,000; Full time

Job summary

UT Health San Antonio is seeking an experienced administrative professional to provide essential support across departments. The role involves preparing memos, coordinating meetings, handling correspondence, and managing calendars to ensure smooth operations.

The ideal candidate will have five years of related experience, a Bachelor’s degree, and strong proficiency with Microsoft Office. This on-site role requires meticulous organization and the ability to manage multiple priorities in a

Qualifications

• Ability to be self-directed in accomplishing the coordination and decision-making responsibilities of administrative processes.
• Efficiently uses time to identify short and long term priorities; fulfills realistic goals; and responds to schedules of others.
• Ability to maintain confidentiality of information, documents and materials.
• Demonstrated ability to effectively communicate verbally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
• Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.
• Proficiency with Microsoft Office Suite.

Responsibilities

• Prepares correspondence, memoranda, reports, or related documents and materials.
• Initiates routine and non-routine correspondence/memoranda as needed.
• Prepares and submits departmental requisitions, forms, reimbursements, and vouchers for vendors and staff.
• Monitors emails and assists with timely and appropriate responses for priority matters.
• Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries.
• Utilizes assistance of one or more lower level secretaries on a reporting or project basis.
• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly.
• Assists in directly organizing and obtaining documents needed for meetings.
• Drafts agendas, and prepares and distributes meeting minutes.
• Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
• Organizes and maintains files and key documents for appropriate record keeping.
• Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures.
• Performs all other duties as assigned.

Skills

Self-direction

Time management

Confidentiality

Verbal and written communication

Detail-oriented

Education

Bachelor's Degree in related field

Tools

Microsoft Office Suite

Job description

Responsibilities

• Prepares correspondence, memoranda, reports, or related documents and materials.
• Initiates routine and non-routine correspondence/memoranda as needed.
• Prepares and submits departmental requisitions, forms, reimbursements, and vouchers for vendors and staff.
• Monitors emails and assists with timely and appropriate responses for priority matters.
• Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries.
• Utilizes assistance of one or more lower level secretaries on a reporting or project basis.
• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly.
• Assists in directly organizing and obtaining documents needed for meetings.
• Drafts agendas, and prepares and distributes meeting minutes.
• Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
• Organizes and maintains files and key documents for appropriate record keeping.
• Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures.
• Performs all other duties as assigned.

Qualifications

• Ability to be self-directed in accomplishing the coordination and decision-making responsibilities of administrative processes.
• Efficiently uses time to identify short and long term priorities; fulfills realistic goals; and responds to schedules of others.
• Ability to maintain confidentiality of information, documents and materials.
• Demonstrated ability to effectively communicate verbally and in writing, to include writing and preparing memorandums, letters, and other official correspondence.
• Detail oriented with meticulous planning and organizational skills while balancing multiple priorities.
• Proficiency with Microsoft Office Suite.

Education

• Bachelor's Degree degree in related field is required.

Experience

• Five (5) years of related experience is required.

EEO Statement

UT Health San Antonio is an equal employment opportunity and affirmative action employer. It is our policy to promote and ensure equal employment opportunity for all individuals without regard to race, color, religion, sex, gender identity, national origin, age, sexual orientation, disability, or veteran status.