Senior Administrative Assistant

Texas State University; San Marcos, Northern (TX, KY); Hybrid; USD 52,000 - 76,000; Full time

Job summary

Texas State University is seeking a Senior Administrative Assistant to provide comprehensive executive-level support to multiple Associate Vice Presidents within the Division of Student Success. The role manages calendars, coordinates administrative operations, supports budget and personnel processes, and ensures professional communication across the division and university.

The position requires exceptional organizational skills, discretion, and the ability to handle sensitive information and

Qualifications

• High school diploma or GED required.
• 4+ years progressively responsible administrative support experience.
• 2+ years providing direct support to senior leaders, executives, or managers.
• Experience coordinating complex calendars, meetings, and multiple priorities.
• Experience preparing, editing, and proofreading professional correspondence, reports, and presentations.
• Experience handling confidential information with discretion and professionalism.
• Experience supporting budgeting, travel, purchasing, or personnel documentation.

Responsibilities

• Manage complex calendars for Associate Vice Presidents and prioritize competing demands.
• Coordinate executive meetings, travel, conferences, and logistics.
• Prepare agendas, briefing materials, and reports for meetings and decisions.
• Monitor priorities, deadlines, and action items for timely follow through.
• Exercise independent judgment in communications and matters requiring executive attention.
• Support executive initiatives and special projects through coordination and stakeholder engagement.

Skills

Calendar management

Executive support

Communication

Discretion

MS Office

Problem solving

Education

High school diploma or GED

Associate’s or Bachelor’s degree

Tools

ERP systems

Budgeting software

Records management systems

Job description

Job Opportunities at Texas State University

Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.

• High school diploma or GED .
• At least four (4) years of progressively responsible administrative support experience.
• At least two (2) years providing direct support to senior leaders, executives, or managers.
• Experience coordinating complex calendars, meetings, and multiple competing priorities.
• Experience preparing, editing, and proofreading professional correspondence, reports, and presentations.
• Experience handling confidential and sensitive information with discretion and professionalism.
• Experience supporting financial and/or human resources administrative processes, including purchasing, travel, budgeting, or personnel documentation.

Preferred Qualifications

• Associate’s or Bachelor’s degree.
• Experience providing executive-level administrative support in higher education, government, or a similarly complex organization.
• Experience using enterprise software systems that support business operations, such as financial, human resources, records management, scheduling, or related functions.
• Experience coordinating projects, events, committees, or special initiatives involving multiple stakeholders.
• Experience using Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and the ability to learn and adapt to new software systems and technologies.
• Demonstrated ability to build effective working relationships and communicate professionally with diverse stakeholders.
• Demonstrated organizational, time management, and customer service skills with exceptional attention to detail.
• Ability to work independently, exercise sound judgment, and proactively resolve issues in a fast-paced environment.

Job Description

The Senior Administrative Assistant provides comprehensive executive-level administrative support to multiple Associate Vice Presidents within the Division of Student Success. Serving as a strategic partner, this position manages executives’ calendars, coordinates administrative operations, supports budget and personnel processes, and facilitates effective communication across the division and university. The role requires exceptional organizational skills, professionalism, discretion, and independent judgment in handling sensitive information and competing priorities. The Senior Administrative Assistant proactively anticipates executive needs, resolves operational challenges, improves processes, and ensures timely completion of executive priorities.

Job Duties

Executive Administration and Executive Support

• Manage complex calendars for Associate Vice Presidents, prioritizing competing demands and ensuring the effective use of executive time.
• Coordinate executive meetings, travel, conferences, and related logistics while anticipating needs and resolving scheduling challenges.
• Prepare agendas, briefing materials, reports, and supporting documentation for meetings, events, and executive decision-making.
• Monitor executive priorities, commitments, deadlines, and action items to ensure timely follow‑through.
• Exercise independent judgment in managing communications, requests, and matters requiring executive attention.
• Support executive initiatives and special projects through coordination, follow‑up, and stakeholder engagement.

Administrative Operations, Communication, and Project Management

• Draft, edit, proofread, and distribute executive correspondence, reports, presentations, policies, memoranda, and other official communications.
• Coordinate executive and divisional meetings by scheduling participants, preparing materials, documenting outcomes, and tracking action items.
• Develop, maintain, and improve administrative procedures, templates, and workflows that promote operational efficiency and consistency.
• Research, compile, and organize information, reports, and data to support executive decision‑making and strategic planning efforts.

Business Operations

• Support budget, procurement, and financial operations through purchasing, payment processing, reconciliations, travel expense reporting, and financial record‑keeping.
• Monitor expenditures and budget activity, identify discrepancies, and communicate concerns or recommendations to leadership.
• Provide administrative support for recruitment, onboarding, personnel actions, leave administration, training coordination, and other human resources processes.
• Maintain administrative tracking systems for contracts, renewals, purchases, personnel actions, compliance requirements, and key deadlines.
• Coordinate vendor, contract, and purchasing activities to ensure timely processing and compliance with university procedures.

Records Management, Compliance, and Accountability

• Serve as the Records Retention Liaison by maintaining electronic and physical records in compliance with university policies and applicable retention requirements.
• Safeguard confidential personnel, student, financial, legal, and institutional information while maintaining the highest standards of discretion and professionalism.
• Monitor administrative records, processes, and documentation to ensure accuracy, completeness, and compliance with university policies, procedures, and regulatory requirements.
• Maintain current and accurate executive documents, forms, templates, and official communications consistent with university standards.

Customer Service, Event Coordination, and Continuous Improvement

• Serve as a primary point of contact for executive offices, responding professionally to inquiries from students, faculty, staff, parents, community members, and external partners.
• Coordinate executive‑level events, retreats, advisory boards, conferences, and special programs, including logistics, communications, registrations, travel, and on‑site support.
• Utilize Microsoft Office, Adobe Acrobat, enterprise systems, and other university technologies to support executive operations and administrative functions.
• Identify and implement opportunities to improve efficiency through technology, automation, process improvement, and workflow redesign.
• Troubleshoot administrative and operational issues, resolving routine matters independently and escalating complex or sensitive issues as appropriate.
• Foster collaborative relationships and provide high‑quality customer service through professionalism, responsiveness, accountability, and initiative.

Additional Information to Applicants

Job Open Date

Job Open Date 10/08/2026

Job Close Date (posting closes at midnight)

Job Close Date (posting closes at midnight) 10/28/2026

Open Until Filled No

Normal Work Days

Normal Work Hours Start 8:00AM

Normal Work Hours End 5:00PM

Posting Notices

Legal and Required Notices

Texas State University is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions.
Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.
In accordance with federal law, all new employees must complete the Form I-9 and provide acceptable documentation verifying their identity and authorization to work in the United States. Texas State University participates in E-Verify, and employment is contingent upon the successful verification of work authorization. Employees are required to maintain valid work authorization to satisfy the conditions of Form I9 at all times during their employment and the university makes no implicit or explicit promises to financially support visa or permanent residency applications.

Why Choose Texas State University?

Join the Texas State Bobcat team and experience a career that offers more than just a job—it’s a path to a brighter future. As a Texas State employee, you’ll enjoy:

Exceptional Benefits: Comprehensive health insurance with 100% premium coverage for employees and 50% for dependents, starting on your first day. Generous Time Off: Enjoy vacation, holidays, sick leave, and more to maintain a healthy work‑life balance. Wellness and Balance: Access a FREE wellness program, plus mother and family‑friendly resources to support your personal well‑being. Professional Growth: Explore a wide range of training, development courses, certifications, and educational support programs. Welcoming Campus: Become part of a vibrant Bobcat community with numerous social and professional networks.

Tuition Benefits: Take advantage of tuition support for yourself and for your dependent children, making higher education more accessible for your family. Retirement Security: Secure your future with TRS pension, retirement plans, and voluntary savings options with strong employer contributions.

At Texas State University, you’re not just an employee—you’re a valued member of a thriving and beautiful campus community. Start your journey with us today. https://www.hr.txst.edu/benefits.html

Required fields are indicated with an asterisk (*).

• * Are you a current Texas State University employee?
  • Yes
  • No
• * Do you have an Associate's Degree or Higher?
  • Yes
  • No
• * How many years of progressively responsible administrative support experience do you have?
  • 0-1 years
  • 2-3 years
  • 4-5 years
  • 6+ years
• * How many years of direct support have you provided to senior leaders, executives, or managers?
  • 0-1 years
  • 2-3 years
  • 4-5 years
  • 6+ years
• * What level of experience do you have maintaining multiple calendars and coordinating schedules?
  • No experience
  • Basic Scheduling
  • Managing Multiple Calendars
  • Advanced coordination with conflict resolution
• * Are you able to prepare clear, concise, and grammatically correct correspondence and documents with close attention to detail?
  • Yes
  • No
• * Do you have experience working with MS Office, ERP Systems for budget, finance, and human resources?
  • Yes
  • No

Office of Human Resources