Executive Assistant

University of Texas at Austin; United States; On-site; USD 59,000 - 72,000; Full time

Job summary

The Executive Assistant at University of Texas at Austin provides high-level support to the Associate Vice Provost and Executive Director of Extended Education Ventures, ensuring efficient operations across eight departments and coordinating executive-level and unit-wide events.

This role manages schedules, communications, travel, and confidential information with judgment and professionalism, serving as a liaison between leadership, campus partners, vendors, and external stakeholders.

Qualifications

• Bachelor’s degree and at least 5 years of experience including two years at the administrative Associate or Senior Administrative Associate level.
• 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 with individuals at all levels and external partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage sensitive information with professionalism.
• Excellent written and verbal communication skills.
• High proficiency in Microsoft applications, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Serve as the welcoming face of the center, greeting staff and visitors and tracking daily visitor schedules; screen inquiries and reroute as needed.
• Draft and manage email communications and calendar management for the AVP/Director; schedule meetings and events with independent judgment.
• Serve as primary liaison between leadership and internal/external stakeholders; coordinate with campus partners, vendors, and affiliates.
• Provide direct support to the AVP/Director and leadership team; track activities, meetings, events, and follow-ups; coordinate division-wide activities.
• Manage office operations and administrative functions including financial processes, vendor coordination, facilities matters, and event logistics; plan unit-wide events.
• Provide project support, research, and prepare documents; assist with special projects and strategic initiatives.

Skills

Calendar management

Travel coordination

Executive support

Communication

Confidentiality

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Executive Assistant

Hiring Department: Academic Affairs

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Oct 12, 2026

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Job Details

General Notes

Extended Education Ventures (EEV) https://extendedcampus.utexas.edu/ expands the reach and rigor of The University of Texas at Austin by empowering innovative, high-quality continuing and professional education. Through strategic partnerships, operational excellence, and a commitment to lifelong learning we connect the University’s expertise with the evolving needs of individuals, organizations, and communities.

At EEV we strive to create a talented and supportive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Belonging, Excellence, Future-focused, and Integrity.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

The Executive Assistant provides high-level support to the Associate Vice Provost and Executive Director of Extended Education Ventures (EEV) and plays a critical role in ensuring the efficient operations of the unit and it’s leadership team. This role supports the operational processes of the unit’s eight departments, providing responsive follow-through and troubleshooting. The Executive Assistant is also responsible for managing the planning and execution of executive-level and unit-wide events and is integral in coordinating opportunities to support and enhance the unit’s sense of belonging.

Responsibilities

• Serve as the welcoming face of the center by professionally greeting staff and visitors, while accurately tracking and coordinating daily visitor meeting schedules. Screen and prioritize incoming requests and inquiries, responding or redirecting as necessary.


• Draft and manage email communications and responses on behalf of Associate Vice Provost and Executive Director when appropriate. Provide complex calendar management for Associate Vice Provost and Executive Director and initiate the scheduling of meetings and events on their behalf as needed. Exercise independent judgment in prioritizing requests, resolving scheduling conflicts, managing sensitive information, and representing executive priorities to internal and external stakeholders.


• Serve as the primary point of contact between the leadership team and internal teams, external stakeholders, and university affiliates. Maintain professional and timely interaction with university leadership, campus partners, external clients, vendors, advisory groups, and official guests on behalf of the leadership team. Work collaboratively with administrative colleagues in Academic Affairs to support the needs of the Associate Vice Provost and Executive Director. Acts as liaison between the leadership team and staff members in the unit.


• Provide direct support to the Associate Vice Provost and Executive Director as well as members of the leadership team. Maintain accurate tracking of leadership team activities, meetings, events, and follow-ups. Coordinate activities that have a division-wide impact, including leadership meetings, strategic planning retreats, all-staff meetings, special initiatives, and committee meetings.


• Manage office operations and administrative functions with minimal supervision, including financial processes, vendor coordination, facilities-related matters, event logistics, and operational support. Function as the central coordination point for Executive Director, Chief of Staff, unit Leadership Team, and department operations, ensuring continuity of communication and execution of organizational priorities. Plan and execute all aspects of unit-wide events and initiatives, including morale activities, EEV-hosted campus events and celebrations, luncheons, and other programs that support employee engagement.


• Provide project support to Associate Vice Provost and Executive Director and Chief of Staff for high-priority initiatives. Conduct necessary research and compile information for leadership decision-making. Coordinate with internal teams and external units to support project management. Prepare, proofread, and edit correspondence, presentations, reports, and documents on behalf of unit leadership. Monitor progress on key initiatives. Coordinate cross-departmental communications and assist in executing special projects and strategic initiatives.

Required Qualifications

• Bachelor’s degree and at least 5 years of experience including two years at either the administrative Associate or Senior 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.


• Exellent written and verbal communication skills.


• High proficiency in Microsoft applications, including Outlook, Word, Excel, and PowerPoint.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than the listed years of experience.


• Familiarity with University of Texas administrative processes for purchases and other financial transactions.


• Previous experience supporting executive-level positions and event planning and management.


• Previous experience managing and updating SharePoint.


• Familiarity with project management software, including Asana.

Salary Range

$65,000 + depending on qualifications

Working Conditions

• Work to be performed in typical office environment

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

• 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). 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.