Executive Assistant, Texas McCombs

University of Texas; Utah; Hybrid; USD 60,000 - 65,000; Full time

Job summary

The University of Texas at Austin is seeking an Executive Assistant to support the Academic and Business Affairs senior leaders in a dynamic, hybrid Austin-based role. You will manage complex calendars, draft communications, prepare materials, and coordinate travel and onboarding across multiple teams.

Ideal candidates have a Bachelor’s degree and 5+ years of executive support experience, with strong organizational and confidential handling of information.

Qualifications

• Bachelor’s degree in business administration, education, or related field preferred.
• Proven 5+ years as executive assistant or administrative professional.
• Excellent organizational and time management skills.
• Strong interpersonal skills and ability to communicate with varied stakeholders.
• Discretion and confidentiality in handling sensitive information.

Responsibilities

• Manage complex calendars for the Senior Associate Dean for Academic Affairs and the Senior Associate Dean for Business Affairs & Chief Operating Officer, including scheduling meetings and events.
• Provide comprehensive administrative support: drafting correspondence, preparing documents, speaking points, slide decks, and maintaining filing systems.
• Serve as primary contact for internal and external communications and manage email correspondence.
• Arrange travel itineraries, accommodations, and reimbursements for Senior Associate Deans.
• Support planning, execution, and follow-up of projects and initiatives; assist in data gathering and presentation materials.
• Assist in hiring and onboarding across portfolios and help elevate team culture.
• Plan and coordinate events; manage related documents, PO, payments, and logistics.

Skills

Calendar management

Communication

Multitasking

Discretion

Education

Bachelor's degree in business administration or related

Tools

Microsoft Office Suite

Job description

Job Details

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 ground‑breaking 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

Weekly Scheduled Hours: 40. 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.

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.

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.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

E‑Verify

The University of Texas at Austin use E‑Verify to check the work authorization of all new hires effective May2015. 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 TitleIX 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 TitleIX 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, Texas78701.

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