Executive Assistant

Job Posting Title:

Executive Assistant

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Hiring Department:

Bureau of Economic Geology

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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:

Immediately

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Position Duration:

Expected to Continue

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Location:

PICKLE RESEARCH CAMPUS

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Job Details:

General Notes

This position is located at the J.J. Pickle Research Campus in North Austin.

Purpose

To assist the Director of the Bureau of Economic Geology, and the overall Bureau Directorate, in all phases of operations while maintaining a high level of professionalism, confidentiality, accuracy, and attention to detail.  The hire for this position will work in tandem with the administrative team.

Responsibilities

• Provide high-level administrative support to the Director. Maintain and anticipate Director's complex calendar, coordinate her extensive travel, and receive her official visitors. Handle day-to-day administrative tasks and decisions, from basic to complex, and manage administrative aspects of the office. Draft, edit, proofread, and/or finalize executive-level correspondence and documents. Coordinate all aspects of the promotion and evaluation process. Review, coordinate approval, and maintain Official Occasion Expense Forms and Outside Employment Forms. Have deep knowledge about University processes and procedures. Schedule meetings, and plan/coordinate events related to this office, including award recognition ceremonies and the Bureau’s Annual Visiting Committee Meeting.
• Work closely with the Bureau’s External & Governmental Affairs leader and serve as Director's point of contact for internal and external communication with State and Federal Congressional and Agency staff, governor's office, and University representatives regarding legislative items involving operating budgets. Serve as liaison between other state geologists and the Director as needed in her role as State Geologist of Texas. Serve as liaison with the Executive Assistant in the Dean's office and senior administration at The University of Texas at Austin (UT), as well as other UT departments and high-level industrial and professional organizations and associations. Maintain relationships with executive assistants in professional associations, industry corporate suites, governments, and NGOs (non-governmental organizations), including the Bureau’s Visiting Committee membership.
• Anticipate and prepare drafts of the Director's Jackson School reports. Track and maintain Director's Endowed Chair expenditures and ensure compliance with reporting requirements for the Jackson School of Geosciences. Prepare annual draft letters to donors. Prepare draft responses to required faculty and endowed chair reviews. Maintain the Director's professional documents, making suggestions for necessary updates and/or revisions, including but not limited to CV, contacts and contact lists, email distribution lists, committee and association memberships, reports, and files. Consult with directorate on Bureau policy to ensure compliance with UT, federal, and state guidelines. Complete abundant ad hoc tasks as requested by the Director or required by this position. Work with associate directors, administrative team, and other Bureau employees as needed as related to this position.

Required Qualifications

Bachelor's degree or higher. At least five years of Senior Administrative Associate experience, or the equivalent. Ability to work independently within a well-established administrative team. Ability to make sound decisions in stressful situations. Professional demeanor. Demonstrated excellent verbal and written communication skills with persons at all levels, exercising tact, diplomacy, and discretion.  High proficiency with Microsoft 365 applications and tools, including Teams and other meeting platforms like Zoom.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Five or more years as a Senior Administrative Associate (or higher) at The University of Texas or equivalent university, with substantial experience in a setting relevant to the job functions described. Experience in a university setting. Strong working knowledge of UT or equivalent university policies and procedures. Experience coordinating domestic and international travel logistics and related services. Demonstrated familiarity with business protocol and correspondence. Proven ability to prioritize and multi-task while meeting critical deadlines on a daily basis in a fast-paced ever-adapting environment. Experience working with DEFINE and Workday. Experience using standard o