Senior Executive Assistant in Development

UTHealth Houston; Houston (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

100% paid medical premiums for full‑t

Generous time off

Longevity Pay

Retirement plan

Job summary

UTHealth Houston is seeking a Senior Executive Assistant to provide high-level administrative support to the Assistant Vice President of Development. The role focuses on calendar management, document preparation, and assisting with meetings and travel arrangements, while also supporting the Grateful Patient Program and Major Gifts activities.

The position requires seven years of related experience, a high school diploma (bachelor’s preferred) and on-site work in Texas.

Qualifications

• Seven (7) years of related work experience required.
• On-site position; residency in Texas required.
• Advanced knowledge of Word, Excel, PowerPoint, and Outlook.
• Experience with scheduling, calendars, and travel itineraries.
• Ability to compose correspondence and prepare reports.
• May train entry-level staff and supervise other support staff.

Responsibilities

• Provide primary administrative support to the Assistant Vice President of Development.
• Coordinate calendars, meetings, and travel itineraries.
• Support the Grateful Patient Program and Major Gifts activities.
• Prepare presentations, reports, and mass communications.
• Manage confidential information and serve as a liaison with internal and external partners.

Skills

Calendaring

Document creation & presentation

Office software proficiency

Communication

Administrative support

Education

High School diploma or equivalent

Bachelor’s degree preferred

Tools

University financial systems

Job description

UTHealth Houston is seeking a Senior Executive Assistant who will work with our Department of Development, serving in an instrumental role by providing administrative assistance to the Assistant Vice President of Development and supporting initiatives that recognize our care providers, faculty, donors, and students. The focus of this position will be on administrative functions, but you will also help manage program activities. You will become a resource for the entire Development department and have an essential role on that team.

Essential functions include:

• Serving as primary administrative support to the Assistant Vice President of Development. This will include calendaring and assisting with creating documents and presentations.
• Supporting the functions and activities of the Grateful Patient Program, including managing and coordinating meetings, providing administrative support, and partnering with the Grateful Patient Program Director in faculty engagement.
• Supporting the functions and activities of the Major Gifts team of fundraising professionals, including donor engagement and stewardship support, and partnering with major gift officers in effective donor relationship management. This could include generating correspondence and providing administrative help.

What we do here changes the world.

UTHealth Houston is Texas’ resource for healthcare education, innovation, scientific discovery, and excellence in patient care. That’s where you come in.

Once you join us, you won't want to leave.

It’s because we reward our team for the excellent service they provide. Our total rewards package includes the benefits you’d expect from a top healthcare organization (benefits, insurance, etc.), plus:

• 100% paid medical premiums for our full-time employees
• Generous time off (holidays, preventative leave day, both vacation and sick time – all of which equate to around 37-38 days per year)
• The longer you stay, the more vacation you’ll accrue!
• Longevity Pay (Monthly payments after two years of service)
• Build your future with our awesome retirement/pension plan!

We take care of our employees!

As a world-renowned institution, our employees’ wellbeing is important to us. We offer work/life services such as...

• Free financial and legal counseling
• Free mental health counseling services
• Gym membership discounts and access to wellness programs
• Other employee discounts, including entertainment, car rentals, cell phones, etc.
• Resources for child and elder care
• Plus many more!

Position Summary:

Provides administrative support to the highest levels of executive leadership under general supervision. Performs work that is varied and generally administrative and/or project-oriented with analysis. Work regularly requires initiative, discretion, and independent judgment. This position may perform some secretarial support. Additional guidance may be provided with a detailed position description.

Position Key Accountabilities:

• Resolves general to complex inquiries and questions and responds to correspondence or telephone contacts in the Development Department within guidelines established by the supervisor.
• Composes correspondence and memoranda, prepares graphs, tables, and manuscripts, speeches, and mass communications, and prepares reports and presentation materials. May assist with grant and contract materials.
• Schedules and maintains calendars and travel itineraries; coordinates related arrangements in compliance with all University, governmental, and/or grant policies and guidelines.
• Responsible for filing systems, accuracy, and compliance of files, records, and reports for the assigned area. Maintains a knowledge base of legal and regulatory requirements of files.
• Receives, classifies, reconciles, consolidates, and/or summarizes documents and information.
• Compiles data from reports using required knowledge of departmental, project, and/or university policies and procedures.
• Accountable for data entry and accurate and timely submission of data for processing in the financial and/or human resources systems.
• Coordinates meetings and gatherings, room assignments, invites participants, and arranges refreshments and equipment as needed. May prepare and distribute meeting minutes.
• May approve and coordinate purchases of office supplies and equipment.
• Screens calls and emails and receives and directs visitors.
• Retrieves information from departmental, university, and/or system levels and/or project records and produces reports with analysis.
• Regularly handles the highest level of confidential information and sensitive issues.
• Provides guidance and direction to lower-level staff.
• May be expected to train entry-level, clerical staff. May lead support staff. Assists with interviewing, orientation, and scheduling of staff. Provides input on lower-staff performance evaluations.
• Serves as a high-level administrative liaison with others within and outside assigned areas regarding administrative issues on purchasing, personnel, facilities, and operations.
• May maintain or reconcile financial records/reports. FMS training with a passing score may be required. May have limited signature authority.
• Advises on and may draft policy and processes as assigned by supervisor. Is responsible for making routine decisions and judgment calls, and may assist or make recommendations regarding complex or impactful decisions.
• Other duties as assigned.

Certification/Skills:

Advanced working knowledge of standard Office software, such as Word, Excel, PowerPoint, and Outlook, is required. Use of the university financial systems may be required.

Minimum Education:

High School diploma or equivalent required. Bachelor’s degree preferred.

Minimum Experience:

Seven (7) Years Of Related Work Experience Required. Extensive experience with scheduling, maintaining calendars, and travel itineraries required. Prior experience preparing meeting materials or general reports is required. May substitute required experience with equivalent years of education beyond the minimum education requirement.

Physical Requirements:

Exerts up to 20 pounds of force occasionally and/or up to 10 pounds frequently and/or a negligible amount constantly to move objects.

Security Sensitive:

• 51.215 and Texas Government Code
• 411.094. To the extent that a position requires the holder to research, work on, or have access to critical infrastructure as defined in Texas Business and Commerce Code
• 117.001(2), the ability to maintain the security or integrity of the infrastructure is a minimum qualification to be hired for and to continue to be employed in that position. Personnel in such positions, and similarly situated state contractors, will be routinely reviewed to determine whether factors such as criminal history or ongoing connections to the government or political apparatus of a foreign adversary might prevent the applicant, employee, or contractor from maintaining the security or integrity of the infrastructure. A foreign adversary is a nation listed in 15 C.F.R.
• 791.4.

Residency Requirement:

Employees must permanently reside and work in the State of Texas. This is an on-site position.