Executive Assistant

About Rice:

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities. 

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community and Excellence.

Special Instructions to Applicants: Please provide a cover letter and resume in the supporting documents section of the application, preferably in PDF format to avoid any formatting issues.

Position Summary

The Executive Assistant to the Executive Vice President (EVP) of Operations, Finance, and Support (OF&S) plays a pivotal role in enhancing the efficiency and effectiveness of the EVP’s office by providing advanced administrative and project support. This position is essential for optimizing the EVP’s time and focus, ensuring alignment with the division’s priorities. The ideal candidate is highly organized, trustworthy, and proactive, capable of independently managing complex administrative tasks with professionalism and discretion.

This position will be mostly on-campus, but with some remote days possible to provide flexibility and support collaboration. Per Rice policy 440, work arrangements may be subject to change.

Requirements

• Bachelor’s Degree
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted
• 3 years of experience providing advanced support to someone in an executive-level role
• Skills 
  • Excellent verbal and written communication skills, including editing and proofreading
  • Excellent planning and organizational skills
  • Demonstrated ability to handle sensitive issues and maintain confidentiality
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
  • Contextual understanding of executive's role within the university framework
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
  • Ability to multi-task, adapt to changing priorities and meet deadlines
  • Advanced computer skills and demonstrated experience with office software and email applications

Essential Functions

• Calendar and Scheduling Management: Manages and maintains the EVP’s schedule with precision, ensuring alignment with the strategic priorities of OF&S. Coordinates high-stakes meetings, events, and engagements with both internal and external stakeholders, proactively addressing scheduling conflicts and prioritizing time-sensitive commitments. Serves as gatekeeper for the EVP. 
• HR and Finance Support: Handles essential HR and finance activities, including processing transactions in relevant systems, preparing and submitting expense reports for OF&S leaders, managing all travel arrangements for the EVP, and assisting with the hiring processes across OF&S.
• Board of Trustees Support: Prepares, coordinates, and ensures timely delivery of materials for the Board of Trustees, working closely with other university departments to facilitate smooth communication and information flow to board members.
• Communication and Correspondence: Serves as the primary point of contact for the EVP’s office, handling a high volume of correspondence with discretion and professionalism. Drafts, edits, and reviews communications, including sensitive correspondence and materials for meetings, presentations, and reports.
• Meeting Preparation and Briefings: Prepares briefing materials, agendas, and summaries for executive meetings, ensuring the EVP is equipped with relevant information. May attend meetings with the EVP, capturing key action items and monitoring follow-up.