Executive Assistant, Texas McCombs

The University of Texas at Austin; Austin (TX); Hybrid; USD 60,000 - 65,000; Full time

Job summary

The University of Texas at Austin’s Red McCombs School of Business seeks an Executive Assistant to support senior leaders in Academic and Business Affairs. This role requires exceptional organization, clear communication, and the ability to handle a wide range of administrative tasks in a dynamic university setting.

You will manage complex calendars, coordinate travel, prepare documents and speaking points, and assist in event planning and project execution to ensure smooth operations across

Qualifications

• Bachelor’s degree in business administration, education, or related field preferred.
• Proven experience (+5 years) as an executive assistant or administrative professional.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
• Strong interpersonal skills and the ability to communicate effectively with varied stakeholders at all levels.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Discretion and confidentiality in handling sensitive information and situations.
• Attention to detail and a commitment to accuracy in all tasks and communications.
• Ability to work independently with minimal supervision and as part of a team in a complex, mature environment with political savvy.

Responsibilities

• Manage complex calendars for senior leaders, including scheduling meetings, appointments, and events, while prioritizing conflicting requests.
• Provide comprehensive administrative support, including drafting correspondence, preparing documents, drafting speaking points, slide decks and deliverables, and maintaining filing systems.
• Serve as a primary point of contact for internal and external communications for the Academic Affairs and Business Affairs teams.
• Arrange travel itineraries, accommodations and logistics, and manage travel documentation and reimbursements.
• Support planning, execution, and follow-up of projects, including data gathering, summaries, and presentation materials.
• Assist in developing and elevating team culture, onboarding and recognizing team members, and promoting teamwork in a matrixed environment.
• Plan and coordinate events hosted by Academic Affairs and/or Business Affairs, managing documents, PO/purchases, payments, and on-site logistics.

Skills

Organization

Time management

Interpersonal skills

MS Office

Discretion

Attention to detail

Independent work

Education

Bachelor's degree (business/related)

Tools

Microsoft Office Suite

Job description

Executive Assistant, Texas McCombs

Hiring Department: Red McCombs School of Business

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the groundbreaking research and thought-leadership of world-class faculty. The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human-centered and future-focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world. For more information about the McCombs School of Business please visit https://www.mccombs.utexas.edu/

Purpose

The Executive Assistant will play a crucial role in supporting the administrative functions of the Academic and Business Affairs senior leaders. This position requires a highly organized individual with exceptional communication skills, attention to detail, and the ability to handle a wide range of administrative and executive support tasks. The successful candidate will work closely with senior leadership, faculty members, and various stakeholders to ensure the smooth operation of academic and business-related initiatives.

Responsibilities

• Manage complex calendars for the Senior Associate Dean for Academic Affairs and the Senior Associate Dean for Business Affairs & Chief Operating Officer, to include scheduling meetings, appointments, and events while prioritizing conflicting requests. Provide comprehensive administrative support to the Academic Affairs and Business Affairs departments, including drafting correspondence, preparing documents, drafting speaking points, slide decks and deliverables, and maintaining filing systems. Serve as a primary point of contact for internal and external communications, including answering inquiries, screening calls, and managing email correspondence for the Academic Affairs and Business Affairs teams. Arrange travel itineraries, accommodations and logistics as well as submission of required travel documents and reimbursement processing for the Senior Associate Deans.
• Support the planning, execution, and follow-up of various projects and initiatives within the Academic and Business Affairs departments. Assist in data gathering, summary, and analysis for presentation, including preparing presentation materials.
• Assist in developing and elevating the team culture of the Academic and Business Affairs teams. Assist in the hiring and onboarding of members of various teams across the Senior Associate Dean portfolios. Help facilitate recognition of member accomplishments and events, both personal and professional. Promote teamwork in a complex, matrixed environment.
• Plan and coordinate events hosted by Academic Affairs and/or Business Affairs. Manage and execute all event related operations including event specific documents, purchase orders, payments and all other event related logistics, including on-site coordination.
• Collaborate with and provide support to Dean’s office administration team during peak times. Undertake special assignments and projects assigned demonstrating flexibility and adaptability to changing priorities and requirements. Gather and manage data for presentation use including preparing presentations.

Required Qualifications

• Bachelor’s degree in business administration, education, or related field preferred.
• Proven experience (+5 years) as an executive assistant or administrative professional.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
• Strong interpersonal skills and the ability to communicate effectively with varied stakeholders at all levels.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Discretion and confidentiality in handling sensitive information and situations.
• Attention to detail and a commitment to accuracy in all tasks and communications.
• Ability to work independently with minimal supervision and as part of a team in a complex, mature environment with political savvy.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience in higher education or public facing environment
• Familiarity and knowledge of UT Austin’s policies around events and business management.

Salary Range

• $60,000 - $65,000 + depending on qualifications

Working Conditions

• Works in standard office conditions and repetitive use of a keyboard at a workstation.
• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
• This is an Austin, TX-based position and is eligible for hybrid work.

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

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• 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.