Executive Assistant

Job Title

Executive Assistant

Agency

Texas A&M University - Corpus Christi

Department

Budget

Proposed Minimum Salary

Commensurate

Job Location

Corpus Christi, Texas

Job Type

Staff

Job Description

PURPOSE

The Executive Assistant works under general supervision to provide complex administrative tasks or program assistance and to provide a high-level of administrative support to both the Assistant Vice President and Chief Budget Officer at Texas A&M University-Corpus Christi as well as the Budget Manager. The Executive Assistant must be able to anticipate the needs, possess extraordinary organizational and written and oral communication skills, the ability to independently handle multiple priorities, and maintain effective relationships while working professionally with all levels of the University and the general public. The Executive Assistant fulfills key roles within the department including executive support, office administration, communications specialist, and project coordination.

DESCRIPTION

Functional Area 1: Executive Support

Percent Effort: 30%

• Coordinate highly confidential and sensitive internal and external communications to key strategic team members and attends to daily office administration.
• Advise the Assistant Vice President and Chief Budget Officer and Budget Manager of unanticipated problems to be addressed or opportunities to be considered and to research and compile information for reports, correspondence, or presentations.
• Prepare agendas and meeting materials. Answer non-routine correspondence and assemble highly confidential and sensitive information.
• Deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the University. Prepare reports by collecting and analyzing information.

Functional Area 2: Communication

Percent Effort: 30%                 

• Facilitate internal and external communications for the Budget Office providing advice and assistance concerning budget and funding procedures and methods.
• Develop strategic content including newsletters, announcements, and other forms of textual and image content for all variety of communications.
• Draft documents/reports and respond on behalf of the Budget Office to confidential and personal correspondence and contacts. Proofread content and screens for grammar, spelling, usage, clarity, and accuracy. Produce well thought‐out, professional correspondence free of grammatical and spelling errors.

 

Functional Area 3: Office Administration

Percent Effort: 20%             

• Type, file, scan, schedule and perform duties including activities such as preparing journal and budget entries for data entry, recordkeeping and coordination of meetings and events, including the Financial Manager Certification training via Zoom or in-person.
• Process financial data and accounting transactions in the University’s and State’s accounting system.  Maintain office supplies inventory by checking stock to determine inventory level; facilitate with CABS for any purchasing needed.
• Serves as property officer for department and ensures record retention is completed annually. 
• Assist with monthly/annual departmental reporting and annual assessment.

Functional Area 4: Project Coordination

Percent Effort: 20%

• Plan, prioritize, and organize diverse workloads, recommend changes in office practices or procedures. Identify efficiencies. Maintain documentation.
• Organize meetings, record minutes at meetings, keep detailed project notes and records, create task lists and divisional reporting calendar for team members, track and manage incoming paperwork, keep all members of the team up to date with current information and paperwork, facilitate communication between team members to ensure optimal strategy and maximum efficiency.
• Coordinate with university departments to ensure their submission of required documentation for various projects, including but not limited to Legislative Appropriation Request, Annual Operating Budget, Capital Planning, is gathered timely and help to prioritize plans for addressing issues that are impacting progress. 
• Keep up to date with policies and procedures to assist University staff.
• Assist with matters as deemed necessary by the Assistant Vice President and Chief Budget Officer and Budget Manager. Perform other duties as assigned.

QUALIFICATIONS

• Bachelor's degree.
• Three (3) years of related experience in administrative support or executive assistance.
• Additional education may be considered as a substitution for the minimum experience requirements.
• Intermediate