Executive Assistant III

Texas A&M University System; Kingsville (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Texas A&M University - Kingsville seeks an Executive Assistant III to provide advanced executive support to the Vice President for Enrollment Management. The role coordinates calendars, travel, meetings, and communications with internal and external partners.

The position handles confidential information, supports enrollment initiatives, and assists with reports, budgets, and HR processes, contributing to the university's strategic objectives in Kingsville, Texas.

Qualifications

• Administrative experience supporting senior leadership.
• Ability to manage complex calendars and travel.
• Strong written and verbal communication skills.

Responsibilities

• Provide executive-level admin support to the Vice President for Enrollment Management.
• Coordinate meetings, travel, and communications with stakeholders.
• Prepare correspondence, reports, and presentation materials.
• Maintain confidential information and ensure compliance with policies.
• Coordinate HR processes and onboarding/offboarding where required.
• Assist with annual reports and divisional schedules.
• Support enrollment management projects and committee follow-ups.
• Monitor budgets and financial documentation related to the office.

Skills

Calendar management

Travel coordination

Communications

Confidential information handling

HR liaison

Meeting coordination

Budget support

Tools

Microsoft Office

Excel

PowerPoint

Job description

Job Title: Executive Assistant III

Agency: Texas A&M University - Kingsville

Department: Enrollment Management

Proposed Minimum Salary: Commensurate

Job Location: Kingsville, Texas

Job Type: Staff

Job Description

About Texas A&M University-Kingsville (TAMUK), the oldest institution of higher learning in South Texas and a proud member of the Texas A&M University System, stands as the region's premier university. TAMUK offers the widest range of academic programs and degrees in South Texas, provides exceptional learning and residential facilities, conducts impactful research, awards substantial scholarships, and has awarded more than 80,000 degrees in the institution's 100-year history. The university is recognized for its unwavering commitment to student success, meaningful research, and deep community engagement. With a welcoming campus culture and strong regional partnerships, TAMUK offers faculty and staff a unique opportunity to make a lasting difference in the lives of students and the broader South Texas region.

Location

The University is located in historic Kingsville, a friendly, safe city of 25,000 that is the home of the legendary King Ranch. Corpus Christi and its beaches are just 40 miles to the northeast, and the border with Mexico is 120 miles to the south at Brownsville or 119 miles to the west at Laredo.

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Position Overview

The Executive Assistant III provides advanced executive-level administrative, operational, and project support to the Vice President for Enrollment Management. The position serves as a key liaison among university stakeholders, coordinates divisional initiatives and communications, supports strategic enrollment objectives, and manages highly confidential information while exercising considerable independent judgment and discretion.

Essential Duties and Responsibilities

Executive and Administrative Support

• Provide comprehensive administrative support to the Vice President for Enrollment Management, including managing complex calendars, scheduling meetings, coordinating travel arrangements, and prioritizing commitments.
• Serve as the primary point of contact for internal and external constituents seeking information or access to the Vice President.
• Prepare, review, edit, and distribute correspondence, reports, presentations, and official communications on behalf of the Vice President.
• Manage confidential and sensitive information with discretion and professionalism.
• Coordinate daily office operations and ensure administrative activities are conducted efficiently and in accordance with university policies and procedures.
• Serve as the primary liaison to Human Resources for personnel business processes, including onboarding, offboarding, hiring actions, employee status changes, position management transactions, and required employment documentation.
• Coordinate the preparation and submission of annual reports, institutional effectiveness documentation, and related administrative reports by collecting, organizing, and maintaining required information, supporting materials, and reporting schedules.

Enrollment Management Coordination

• Support strategic enrollment initiatives by coordinating meetings, projects, and activities involving Admissions, Financial Aid, Undergraduate and Graduate Recruitment, and other university departments.
• Assist in tracking enrollment goals, key performance indicators, and divisional initiatives.
• May compile, organize, and maintain enrollment-related data, reports, and records for leadership review and decision-making.
• Monitor action items and follow-up activities arising from enrollment management meetings and committees.

Communication and Relationship Management

• Facilitate communication between the Vice President and university leadership, academic colleges, departments, students, parents, and external partners.
• Draft and distribute meeting agendas, minutes, and follow-up correspondence.
• Coordinate responses to inquiries, ensuring timely and professional customer service.
• Represent the Vice President's Office in meetings and events as assigned.

Meeting and Event Coordination

• Coordinate logistics for divisional meetings, advisory councils, enrollment committees, recruitment events, and university programs.
• Prepare meeting materials, presentations, briefing documents, and supporting information for executive leadership.
• Assist with planning and execution of enrollment-related conferences, recruitment events, orientation programs, and special projects.

Financial and Budget Support

• Process purchasing, travel reimbursements, invoices, and other financial documents in accordance with university and Texas A&M System procedures.
• Manage the processing and payment of vendor contracts, service agreements, and related invoices, ensuring compliance with university and Texas A&M System policies, procedures, and approval requirements.
• Monitor departmental budgets and expenditures and prepare rep