Executive Assistant II

Tamus; College Station (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Texas A&M Veterinary Medical Diagnostic Laboratory in College Station is seeking an Executive Assistant II to support the Agency Executive Team. The role coordinates travel, calendars, and confidential communications, ensuring timely reimbursements and accurate records.

The successful candidate will manage complex scheduling, prepare background materials, and assist with office operations under the Director's Office, with occasional travel and after-hours duties as needed.

Qualifications

• Bachelor's degree in applicable field or equivalent combination of education and experience.
• Four years of related experience.

Responsibilities

• Coordinate and prepare travel arrangements and itineraries, with proper expense documentation and timely reimbursements.
• Maintain calendars, schedule meetings and calls, and manage deadlines and recurring activities.
• Handle confidential mail, files and personnel information with discretion.
• Plan agency-wide meetings and interviews, prepare materials, and organize logistics.
• Manage LIMS data changes and user onboarding/offboarding for TVMDL staff.
• Maintain licensing databases and inventory records, including CVM pharmacy lists.
• Assist with annual inventory, office space and field service reports, and document destruction.

Education

Bachelor's degree or equivalent

Four years of related experience

Job description

Job Title

Executive Assistant II

Agency

Texas A&M Veterinary Medical Diagnostic Laboratory

Department

Administration

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Job Description Summary

Essential Duties and Responsibilities

• Support Agency Executive Team
  Coordinates and prepares travel arrangements/itineraries, making judgments on appropriate arrangements; collects proper expense report documentation and works with finance to ensure timely reimbursements.


• Maintains calendar appointments, schedules meetings and calls, prioritizing events as necessary. Maintains annual calendar of events, meetings, due dates, and other activities to ensure deadlines are met and reoccurring activities are sustained.


• Manages with strict confidentiality, all mail, files, correspondence, reports, legal documents and information regarding sensitive personnel and organizational issues.


• Plans and executes agency-wide meetings, interviews for prospective employees, and other administrative events hosted by the Director's Office. Anticipates needs, organizes logistics, sets agendas, and provides background materials as needed.


• Under direction, manages changes to agency databases for the TVMDL Laboratory Information Management System (LIMS).


• Maintains training assignments for LIMS for all agency employees, including onboarding and offboarding users in a timely manner.


• Completes monthly records retention processes to comply with state requirements.


• Maintains database for veterinary license holders, update CVM pharmacy list with hiring and separations.


• Assists with annual key inventory, office assignment inventory, facility space inventory, and scanning field service reports.


• Manages filing systems and records destruction schedule for documents in Laserfiche.


• Serves as coordinator TVMDL's visitor program, working closely with TVMDL's Safety Officer and visitor hosts to ensure compliance with TVMDL SOPs and agency procedures.


• May liaise with Office of General Counsel and Texas A&M AgriLife Contracts in the management and administration of material transfer agreements, memorandums of understanding, open records/public information requests, subpoenas, etc.


• May assist with administrative duties related to employee onboarding, promotion, and offboarding.

Serve as Office Manager

• Answers telephones and greets guests in the Director's Suite. Collects and distributes mail and packages.


• Orders business meals, equipment, and event materials as requested. Maintains supply inventory and break-room needs.


• Is responsible for the agency's conference rooms/huddle spaces, manages scheduling conflicts, room needs, scheduling maintenance needs, etc.


• Leads and/or assists with special projects for the Director's Office as appropriate.


• Provides technical guidance and advice on administrative matters to agency staff.


• Serves as a notary public for TVMDL employees.


• Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations.

Other

• Works cooperatively within the agency to improve customer service and promote team spirit; fosters teamwork among co-workers and colleagues; keeps staff informed of progress on issues.


• Participates as a productive team member in support of TVMDL objectives. Serves as a resource in the planning and execution of standing and ad-hoc employee events, including employee appreciation week, holiday parties, SECC, retirement celebrations, wellness activities, award programs, and others.


• Operates assigned equipment in a safe manner and in adherence to all TAMUS, AgriLife, and TVMDL policies as well as local, state, and federal laws.


• Performs other duties as required.

Additional Job Details

TVMDL is considered an essential component of the Texas A&M University System (TAMUS) and remains operational for several \"open holidays\" in which overtime or compensatory time may be earned. For information on TVMDL's holiday schedule, visit our website.

TVMDL is located on the campus of Texas A&M University (TAMU). Parking permits are available from TAMU at the expense of the employee.

Occasional in-state travel is required.

Work beyond normal office hours and/or work on weekends may be required.

Qualifications

• Bachelor's degree in applicable field or equivalent combination of education and experience.


• Four years of related experience.