Executive Assistant (Temporary)

Job Posting Title:

Executive Assistant (Temporary)

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Hiring Department:

Lyndon B Johnson School of Public Affairs

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

30

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FLSA Status:

Exempt

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Earliest Start Date:

May 14, 2025

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Position Duration:

Expected to Continue Until Dec 31, 2025

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

This is a part-time temporary benefits eligible position that has an end date of December 31, 2025.

Purpose

This temporary position will provide executive-level assistance to the Dean of the LBJ School of Public Affairs. We seek a detail-oriented professional with exceptional communication and organizational skills to provide direct support to the Dean.

Responsibilities

Provide executive level assistance to the Dean:

• Manage the Dean’s priorities. Strategize with Dean on long-term and short-term priorities. Track the Dean’s priorities and remind Dean and relevant parties about deadlines and commitments. Collaborate with Dean’s Special Initiatives Project Coordinator to track and complete special long-term projects.

• Prepare the Dean for meetings and events. Craft presentations, reports, and communications. Prepare speaking notes for events and public appearances. Prepare meeting agendas and action items on the Dean’s behalf.

• Communicate with the Dean’s Scheduler and Administrative Associate regarding the Dean’s calendar, scheduling, and travel arrangements.

• Cultivate Dean’s relationships with internal and external stakeholders. Maintain effective and proactive communication with faculty, staff, alumni, administrators, and students, as required. Arrange for flowers, notes, gifts, etc. to show appreciation, condolences. Coordinate with development team to help Dean maintain relationships with supporters of the school.

• Liaise with Dean’s contacts and direct reports. Serve as point of contact between Dean and leadership team, faculty, staff, students, university leadership, and external contacts. Follow up with the Dean’s contacts and direct reports on projects. Collaborate with leadership team on dean’s involvement in initiatives. Attend meetings with Dean and leadership team to review initiatives. Direct information flow through Dean’s office.

• Collaborate with Senior Human Resources Coordinator for Academics on faculty recruitment. Assist with recruiting timelines, invitations to candidates, and on-campus visit announcements. Liaise between the Dean, HR, committees, and university administration on recruitment and hiring processes. Assist Dean with writing statements for hiring materials and related communications. Assist with voting on candidates at faculty meetings.

• Support faculty promotion and tenure processes and annual reviews. Serve as Dean’s point of contact with faculty affairs and LBJ HR staff regarding promotion and reviews. Organize the Dean’s schedule and preparations for these processes. Assist with the Dean’s promotion letters and associated presentations.

• Coordinate Dean’s support of human resources priorities. Collaborate with the HR staff and coordinate the dean’s participation in community building initiatives.

• Manage recruiting timelines, interviews, and meetings for Dean’s direct reports. Collaborate with HR staff to ensure effective onboarding.

• Document and update school-level policies as assigned by the Dean.

Assist Dean with communications, written materials, and correspondence:

• Strategize Dean’s communications with Chief Marketing Officer.

• Manage Dean’s email correspondence. Draft, edit, and advise on letters, memos, and emails. Send correspondence on behalf of the Dean.

Assist in the planning and execution of Dean’s Office events and meetings. Oversee or coordinate staffing, logistics, and/or onsite support:

• Faculty Retreat: Plan the annual all-day faculty retreat. Work with the dean to develop the themes and agenda. Lead communications and coordinate with participants. Develop print and digital materials and slide decks. Create a detailed run of show. Oversee the coordination of the venue, catering, and other related services. Serve as onsite point of contact.

• Faculty Meetings: Set meetings schedule, create and send out agendas, and oversee logistics. Manage tech and serve as onsite point of contact.

• Special Dean’s Events: Plan faculty celebrations and other ad hoc dean’s events in collaboration with the Dean’s Scheduler and Administrative Associate.<