Executive Assistant

Job Posting Title:

Executive Assistant

----

Hiring Department:

Dell Medical School

----

Position Open To:

All Applicants

----

Weekly Scheduled Hours:

40

----

FLSA Status:

Exempt

----

Earliest Start Date:

Immediately

----

Position Duration:

Expected to Continue

----

Location:

AUSTIN, TX

----

Job Details:

General Notes

The Office of the Dean at the Dell Medical School is looking for an Executive Assistant.

Purpose

Provide reliable, executive level support and assistance to the Executive Office of the Dean and interface with senior management, faculty, staff, students, and external constituencies.

Responsibilities

• Provide high level administrative support needed to executives within the Dean’s Office. Manage complex calendars to prioritize the work schedule and flow of work products in the Office of the Dean with fluid reprioritizations that will often require both independent and collaborative decision-making.

• Schedule appointments and meetings, coordinate resources and assemble appropriate reference material for all meetings. Arrange room reservations, catering, and all other logistical details.

• Provide oversight for flow of communication; monitor calls; ensure that all critical areas are covered; plan for contingencies and anticipate potential problems.

• Partner with administrative staff and others throughout the organization to ensure the proper coordination and success of enterprise-level events and projects. Prepare routine, well-written correspondence for distribution and prepare correspondence on behalf of the executive team and others.

• Perform executive office administrative functions to meet critical deadlines by assessing and deploying the personnel and resources to ensure efficient workflow and work distribution, ensure protocols are followed and deliverables are met. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.

• Develop a relationship with the Dean’s Office executives in order to anticipate needs and work in partnership, jointly discerning common objectives and working on common problems for resolution.

• Organize and plan logistics for domestic and international travel and ensure accurate and timely agendas. Manage and process travel authorizations and expense reimbursements in accordance with the DMS Finance policy and procedures.

• Provide assistance and back-up to other key staff as requested by the Assistant to the Dean.

• Other related duties as assigned.

Required Qualifications

Bachelor's degree and at least five years of experience with advanced administrative functions, particularly calendar management and other support directly for senior executives. Effective communicator with excellent oral, written, and interpersonal communication skills. Demonstrated problem-solving and critical thinking skills. A self-starter - ability to work efficiently and flexibly in a fast-paced environment with minimal guidance. Outstanding organizational and time-management skills. Highly detail-oriented. Professional demeanor with tact and respect at all times. Ability to address individuals and information with a high degree of sensitivity and confidentiality in various delicate, formal or urgent situations. High level of proficiency with Microsoft Office programs: Excel, PowerPoint, Word, Outlook, Visio, etc. Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience with scheduling and calendar management for executives. Experience in health care delivery or university administration. Start-up experience in any sector.

Salary Range

$60,000+ depending on qualifications

Working Conditions

• May work around standard office conditions.

• Repetitive use of a keyboard at a workstation.

• Use of manual dexterity.

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for 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-se