Executive Assistant I

Job Title

Executive Assistant I

Agency

Texas A&M University - Texarkana

Department

Anita and Truman Arnold College of Business

Proposed Minimum Salary

Commensurate

Job Location

Texarkana, Texas

Job Type

Staff

Job Description

TAMUT values excellence among its leadership, faculty, staff, and students and is committed to fostering a professional, respectful, and supportive university environment. We believe that a shared commitment to collaboration and mutual respect advances our mission and enables students and employees to thrive and achieve a strong sense of belonging and well‑being.

The Executive Assistant I supports the Dean of the College of Business by providing effective and reliable administrative support; relieves the Dean of moderately complex administrative and business details; provides on-going guidance and recommendations regarding the improvement and/or implementation of institutional processes and projects; makes day-to-day decisions regarding office operations.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Oversees the day-to-day operation of the College, making operational decisions and providing assistance and direction to support staff and other direct reports.
• Opens, reads, and routes incoming mail. Provides appropriate information with correspondence to be answered by the Dean, maintains confidential and sensitive information. Prepares outgoing mail.  Processes, copies, and routes extensive and varied internal documents for Dean’s signature.
• Prepares correspondence under general instruction with responsibility for final output.
• Assists the Dean with meetings with various internal and external groups, including preparation of agendas and meeting materials and related documents; may include taking notes and minutes.
• In consultation with the Office of the Provost, prepares letters of appointment for faculty (all terms) including specialty letters for fourth year review, penultimate year, and non-renewal. 
• Review and reconcile departmental payroll reports to ensure accuracy, compliance, and timely resolution of discrepancies.
• Prepare, coordinate, and issue faculty appointment letters in accordance with institutional policies and procedures.
• Complete, process, and route personnel actions and procurement requests, ensuring required approvals and documentation are obtained in a timely manner.
• Prepares correspondence under own signature and assigns projects to relieve the dean for other priorities.
• Assists Dean and faculty in preparation, development and submission of new degree program proposals and related Academic Affairs documents.
• Maintains files and databases for the Dean including correspondence and other critical academic records.
• Maintains Dean’s calendar, schedules appointments, provides information to callers.
• Coordinates and arranges travel schedule, makes reservations, prepares travel applications, requests for transportation and vouchers for faculty, staff, and Dean.
• Assists the Office of Institutional Effectiveness, Research, and Planning with credentialing and other duties as assigned.
• Contributes to the effective team management of all relevant problems, issues, and opportunities. Serves as liaison and point of contact for administrators. Coordinates workflow and may supervise staff and/or student workers.
• This document represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned.

KNOWLEDGE, SKILLS & ABILITIES:

Minimum Qualifications

• Bachelor’s degree in applicable field or equivalent combination of education and experience.
• Three (3) years of related experience.
• Knowledge of word processing, spreadsheet, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organizational skills.

 

Preferred Qualifications

• Texas state agency and/or higher education experience
• Five (5) years’ administrative experience
• Ability to think critically
• Familiarity with general office equipment
• Experience with Microsoft Office 365 applications and Desktop publishing
• Experience with Canopy, Concur, FAMIS, DocuSign, and/or Workday
• Excellent interpersonal skills, including experie