Executive Assistant, Texas McCombs
Company: University of Texas at Austin
Location: Austin
Posted on: April 16, 2024
Job Description:
Job Posting Title:Executive Assistant, Texas McCombs----Hiring
Department:Red McCombs School of Business----Position Open To:All
Applicants----Weekly Scheduled Hours:40----FLSA
Status:Exempt----Earliest Start Date:Immediately----Position
Duration:Expected to Continue----Location:UT MAIN CAMPUS----Job
Details:General NotesTexas 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 a 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.PurposeThe 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 initiativesResponsibilities
- 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 the 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 the Dean's office
administration team during peak times.
- Undertake special assignments and projects as 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 event
and business management.Salary Range
- $60,000 - $65,000 depending on qualificationsWorking Conditions
- 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.Required Materials
- Resume/CV
- 3 work references with their contact information; at least one
reference should be from a supervisor
- Letter of interestImportantfor applicants who are NOT current
university employees or contingent workers:You will be prompted to
submit your resume the first time you apply, then you will be
provided an option to upload a new Resume for subsequent
applications. Any additional Required Materials (letter of
interest, references, etc.) will be uploaded in the Application
Questions section; you will be able to multi-select additional
files. Before submitting your online job application, ensure
thatALLRequired Materials have been uploaded. Once your job
application has been submitted, you cannot make changes.Important
for Current university employees and contingent workers:As a
current university employee or contingent worker, you MUST apply
within Workday by searching for Find UT Jobs. If you are a current
University employee, log-in to Workday, navigate to your Worker
Profile, click the Career link in the left hand navigation menu and
then update the sections in your Professional Profile before you
apply. This information will be pulled in to your application. The
application is one page and you will be prompted to upload your
resume. In addition, you must respond to the application
questionspresented to upload any additional Required Materials
(letter of interest, references, etc.) that were noted
above----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.----Retirement Plan Eligibility:The retirement
plan for this position is Teacher Retirement System of Texas (TRS),
subject to the position being at least 20 hours per week and at
least 135 days in length.----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) [PDF]
- E-Verify Poster (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). 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.
Keywords: University of Texas at Austin, Austin , Executive Assistant, Texas McCombs, Other , Austin, Texas
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