Executive Assistant II

About this role

Job Title Executive Assistant II

Agency Prairie View A&M University

Department Vice President-Business Affairs

Proposed Minimum Salary Commensurate

Job Location Prairie View, Texas

Job Type Staff

Job Description Important Immigration information:  

A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025.   Please be advised that Texas A&M University will NOT pay this fee.   Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Texas A&M University subject to this fee.  

In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission.   Accordingly , if you will now or in the future require sponsorship for employment visa   status   this moratorium may affect our ability to employ you should you be selected as the final candidate .  

______________________________________________________________________________ The Executive Assistant II provides high-level, confidential, execution focused administrative support to the Senior Vice President for Business Affairs & Chief Financial Officer (SVP & CFO), whose portfolio spans finance, capital planning, facilities, information technology, business operations, risk management, and organizational effectiveness.  This role coordinates and facilitates the efficient execution of the Senior Vice President's daily priorities through effective management of schedules, correspondence, action items, and administrative processes while exercising independent judgment and maintaining confidentiality in matters of significance.

The Executive Assistant supports key business and financial initiatives, assists with project coordination, budget monitoring, and strategic planning activities, and ensures alignment with the university’s operational and financial goals.  Maintains high level interactions with the campus community and assists with highly confidential and critical administrative matters.

The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position. 

Responsibilities: • Manage a complex, high-volume, and frequently shifting executive calendar; proactively resolve conflicts and prioritize according to the SVP& CFO’s stated priorities, coordinating with internal and external parties at a senior level. • Arrange and coordinate commitments including committee and council meetings, board meetings, and staff, leadership, and budget meetings. • Prepare the SVP & CFO for meetings by assembling agendas, briefing notes, readahead packages, task lists, presentations, and relevant background in advance; record and distribute minutes and action-item summaries. • Track commitments and action items delegated by the SVP & CFO; monitor progress, flag slippage early, and ensure timely, high-quality completion without requiring follow-up prompting. • Draft, review, proofread, and format correspondence, memos, and reports in the SVP & CFO’s voice and to executive standard, ensuring accuracy and professionalism. • Serve as a filter and first point of contact for the SVP & CFO’s inbox and phone line, triaging by urgency and routing appropriately. • Maintain a master tracking system for the SVP’s active projects, initiatives, and deliverables across all portfolio areas (finance, capital planning, facilities, technology, operations, risk); break projects into task lists, deadlines, and dependencies. • Execute discrete tasks delegated by the SVP & CFO for research purposes, document preparation, data compilation, and logistics to completion, applying evaluative judgment to identify and use appropriate information. • Coordinate document routing, approvals, and signatures across departments on the SVP’s behalf, limited to what is needed to move the SVP’s own work forward. • Coordinate travel arrangements and process travel reimbursements and expense reports. • Plan and coordinate logistics for meetings, events, and special functions the SVP hosts or attends (room booking, materials, technology setup), providing on-site support when required. • Manage recurring administrative cycles relevant to the SVP’s responsibilities (budget deadlines, reporting calendars, compliance dates). • Compile and maintain confidential records, documents, and reports; keep organized digital and physical files for active and closed projects. • Prioritize work and resolve routine conflicts and issues; implement administrative guidelines and procedures for the unit. • Exercise discretion and independent judgment within the scope of delegated responsibilities, maintaining strict confidentiality of all financial, personnel, and risk-related information encountered in the course of duties. • Serve as Office Manager of the Division Business Affairs Suite. • Identify and support items through the procurement process for the Division of Business Affairs; track and manage vendor payments and agreements in accordance with university procurement and financial guidelines. • Maintain the  Business Affairs Suite’s Conference Room and ensure technology remains in working order and the room is scheduled and supports a variety of meetings. • Oversee suite-level budget management, fiscal records, and administrative duties in support of the Division of Business Affairs objectives. • Support the office through stocking, inventory, and recordkeeping of office supplies, executive gifts, and recruitment tools. • Liaise with IT and other related offices for technical needs involving copiers or office equipment. • Support division communications continuing to keep all employees informed of key initiative

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