Executive Assistant

Job Posting Title:

Executive Assistant

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Hiring Department:

Hogg Foundation for Mental Health

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Feb 17, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

The Hogg Foundation for Mental Health is a grantmaking organization with the mission to improve the mental health of Texas.  As a unit of the Steve Hicks School of Social Work at the University of Texas at Austin, the foundation seeks to bolster the community conditions that support mental health.

If you’re the type of person that wants to know your work has meaning and impact, you’ll like working for the Hogg Foundation for Mental Health and UT Austin. UT Austin provides an outstanding benefits package including competitive health benefits, generous paid vacation, sick time, and holidays, Teachers Retirement System of Texas, a defined benefit retirement plan, and more. For more details, please see: https://hr.utexas.edu/prospective/benefits.

Purpose

Provide complex, executive-level and logistical support, administration, and day-to-day prioritization and implementation of activities to Senior Associate Vice President and Executive Director of the Hogg Foundation for Mental Health, using a high degree of initiative, judgment, and discretion. This is a full-time, on-site position.

Responsibilities

• Provides executive-level support to the executive director of the Hogg Foundation for Mental Health using a high degree of initiative, judgment, and discretion. Coordinates the ED calendar, schedules appointments, arranges meetings, and responds to inquiries as appropriate. Arranges all out-of-office logistics for ED, including preliminary approvals, transportation and lodging, and submitting for reimbursements. Prepares individual travel folders related to each trip.
• Maintains regular contact and fosters cross-team collaboration among Hogg staff and various campus departments, including the Steve Hicks School of Social Work, and external stakeholders and workgroups relevant to the Executive Director’s role. Plans and prepares for visits from official guests, including managing or overseeing travel, hospitality, and equipment arrangements, and receives visitors for the foundation. May represent ED at staff meetings.
• Plans and executes executive office events, including external meetings, National Advisory Committee meetings, Team Leaders meetings, All-Staff Quarterly Meetings, All-Staff Retreat, and ongoing staff development. Works with vendors and departments to coordinate event services such as meeting space, food, travel, accommodations, etc. Creates meeting agendas, project timelines, takes meeting minutes, and distributes to staff as needed.
• Prepares administrative reports and tasks, as well as coordinates and tracks the status of various projects including Team Leader action items. Proofreads speeches, memorandum, documents, reports, and proposed publications for the ED. Sets up, handles, and maintains all files for executive office including sensitive materials for executive director's office.
• Serves on several internal committees to assist with researching, evaluating, planning, and implementing foundation grants and creative works on an ongoing basis. Other related duties as assigned.

Required Qualifications

• Bachelor's degree and 5 years of experience performing complex administrative functions for an executive office.
• Proven ability to independently project manage multiple internal and external multi-faceted projects and competing priorities with exceptional organizational skills and attention to detail in a fast-paced environment.
• Experience leading meetings including agenda setting and group facilitation.
• Exceptional interpersonal and communication skills with a demonstrated ability to build rapport and collaborate effectively with varied stakeholders, including senior management, staff, and external partners.
• Previous success working independently and, in a team-oriented environment to accomplish goals, implement programs and/or events, make decisions and solve problems effectively.
• Excellent written and verbal communication skills, including the ability to compose cle