Executive Assistant, UT Health Austin

utaustin; Austin (TX); On-site; USD 54,000 - 66,000; Full time

Job summary

UT Health Austin seeks an Executive Assistant to provide high-level support to senior leaders within Dell Medical School. The role manages calendars, coordinates meetings, travel, and correspondence, and collaborates with department heads and external stakeholders to ensure efficient workflows.

Responsibilities include data collection for decision-making, maintaining confidential documents, and assisting with the annual budget and reimbursements while supervising a clerical staff function when

Qualifications

• Bachelor's degree required.
• Five years of experience in supportive administrative/clerical functions, including 2 years at Administrative Associate or Senior Administrative Associate level.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and data entry/CRM tools.
• Strong verbal and written communication skills; ability to draft clear emails and manage correspondence.

Responsibilities

• Manage complex calendars and scheduling with ability to reprioritize as needed.
• Perform executive office tasks to meet deadlines and allocate resources for efficiency.
• Coordinate travel, meetings, and agendas; manage contact lists and committee memberships.
• Handle internal and external communications, emails, and correspondence logs.
• Prepare routine correspondence and maintain organized files and databases.
• Support budgeting processes, travel reimbursements, and monthly reconciliations.

Skills

Calendar management

Communication

Meeting coordination

Document management

Financial administration

Education

Bachelor's degree

Tools

Microsoft Office Suite

CRM tools

Job description

Job Posting Title:

Executive Assistant, UT Health Austin ----

Hiring Department:

Dell Medical School ----

Position Open To:

All Applicants ----

Weekly Scheduled Hours:

40 ----

FLSA Status:

Exempt from FLSA ----

Earliest Start Date:

Immediately ----

Position Duration:

Expected to Continue ----

Location:

AUSTIN, TX ----

Job Details:

PURPOSE

The Executive Assistant provides high-level executive support to senior executives and administrators of a sizable department with a large volume of highly complex decisions. The role may also assist with the supervision of a large clerical staff function in the operation of the department, exercising a high degree of initiative and judgment. They manage many complex office decisions in a sizable department and supply financial and other factual information from a variety of sources that often require both independent and collaborative decision-making and fluid reprioritization of workflows. This role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executive's efficiency and effectiveness. The Executive Assistant works closely with other administrative staff, department heads, and external stakeholders.

RESPONSIBILITIES

Calendar Management & Scheduling

• Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both independent and collaborative decision-making.
• Performs executive office administrative functions consistent with the assigned executive(s)' function, to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
• Works with other key administrative staff to facilitate easy workflow.
• Coordinates and schedules visitor travel and agendas; plan catering for lunch meetings and special events; manage contact lists and committee membership lists.

Communication Management

• Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.
• Handles incoming and outgoing communications, including emails and phone calls.
• Prepares routine, well‑written correspondence for distribution and prepares correspondence on behalf of assigned executive(s).
• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
• Acts as liaison between the executive and other staff members.

Meeting & Project Coordination

• Conducts necessary research and compiles data for executive decision-making.
• Coordinates with various departments to support project execution.
• Schedules, attends, and takes minutes for meetings as needed.
• Works collaboratively with Dell Medical School departments, University offices, UT System, other academic and private sector entities to support assigned projects and initiatives.

Document Management

• Maintains and organizes important documents and records.
• Prepares reports, presentations, and other documents as needed.
• Ensures confidentiality and security of sensitive information.
• Manages assigned databases, entering date, coordinating approvals, and sending emails.

Financial Support

• Processes travel and purchasing, reimbursements.
• Manages entries in databases and assists with the preparation and completion of the executive's annual budget.
• Processes monthly account reconciliations and variance reports.
• Assists in the scheduling of travel, maintains record and processes reimbursements and related activities.

REQUIRED QUALIFICATIONS

• Bachelor's degree.
• Five (5) years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Associate or the Senior Administrative Associate level. Relevant education and experience may be substituted as appropriate.
• Skill in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with data entry and CRM tools.
• Demonstrated excellent verbal and written communication skills; ability to draft clear and concise emails, listen actively, and convey information accurately.

PREFERRED QUALIFICATIONS

• Related experience in an academic healthcare setting.
• Working knowledge of UT policies and procedures.
• Working knowledge of UT Financial System such as Define, FRMS, Point Plus, and UT Market
• Advanced proficiency with Microsoft Office.
• Demonstrated problem-solving experience and managing complex calendars.
• Startup experience in any sector
• Experience in health care delivery

Salary Range

$60,000 + depending on qualifications

Working Conditions

• Standard office environment
• Repetitive use of a keyboard

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of inter