Executive Assistant, UT Health Austin

The University of Texas at Austin; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

The University of Texas at Austin is seeking an Executive Assistant to provide high-level support to senior executives within Dell Medical School. This role manages calendars, coordinates meetings, handles correspondence, and ensures efficient workflow in a large department.

You will work with administrative staff, department heads, and external partners to support complex decisions, travel planning, budgets, and reporting while maintaining confidentiality and professional standards.

Qualifications

• Bachelor’s degree required.
• Five years of supportive administrative experience, with 2 years at Administrative Associate or Senior Administrative Associate level.
• Proficiency with MS Office Suite and CRM tools; strong written and verbal communication.

Responsibilities

• Calendar Management & Scheduling: manage complex calendars and priorities with responsive decision-making.
• Communication Management: handle emails, calls, and prepare routine correspondence for executives.
• Meeting & Project Coordination: research, data compilation, and cross-department coordination.
• Document Management: prepare reports/presentations and maintain confidential files.
• Financial Support: process travel, purchasing, reimbursements, and assist budget-related tasks.

Skills

Verbal communication

Written communication

CRM tools

Office tools proficiency

Data entry

Education

Bachelor’s degree

Tools

Microsoft Office Suite

UT Financial Systems (Define/FRMS/Point Plus/UT Market)

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

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

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) and others. 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.

About UT Austin

Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America’s Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you’re at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000+ students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world.