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Executive Assistant, Texas McCombs

The University of Texas at Austin

UT MAIN CAMPUS, US$60k – $65khybrid

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About this role

Job Posting Title: Executive Assistant, Texas McCombs ---- Hiring Department: Red McCombs School of Business ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes Texas McCombs is a top business school at the center of one of the most innovative cities in the U.S. The McCombs community champions hands-on experiences alongside the ground-breaking research and thought-leadership of world-class faculty. The collaborative spirit and enterprising drive of the Longhorn alumni network, one of the largest university networks in the world, is embedded in our culture, making us human-centered and future-focused in all our endeavors. We are shaping those who will shape tomorrow, and solving challenging problems while remaining committed to creating a community that is dynamic, supportive, and challenging. What starts here really does change the world.

For more information about the McCombs School of Business please visit https://www.mccombs.utexas.edu/

Purpose

The Executive Assistant will play a crucial role in supporting the administrative functions of the Academic and Business Affairs senior leaders. This position requires a highly organized individual with exceptional communication skills, attention to detail, and the ability to handle a wide range of administrative and executive support tasks. The successful candidate will work closely with senior leadership, faculty members, and various stakeholders to ensure the smooth operation of academic and business-related initiatives.   Responsibilities • Manage complex calendars for the Senior Associate Dean for Academic Affairs and the Senior Associate Dean for Business Affairs & Chief Operating Officer, to include scheduling meetings, appointments, and events while prioritizing conflicting requests. Provide comprehensive administrative support to the Academic Affairs and Business Affairs departments, including drafting correspondence, preparing documents, drafting speaking points, slide decks and deliverables, and maintaining filing systems. Serve as a primary point of contact for internal and external communications, including answering inquiries, screening calls, and managing email correspondence for the Academic Affairs and Business Affairs teams. Arrange travel itineraries, accommodations and logistics as well as submission of required travel documents and reimbursement processing for the Senior Associate Deans.

• Support the planning, execution, and follow-up of various projects and initiatives within the Academic and Business Affairs departments. Assist in data gathering, summary, and analysis for presentation, including preparing presentation materials.

• Assist in developing and elevating the team culture of the Academic and Business Affairs teams. Assist in the hiring and onboarding of members of various teams across the Senior Associate Dean portfolios. Help facilitate recognition of member accomplishments and events, both personal and professional. Promote teamwork in a complex, matrixed environment.

• Plan and coordinate events hosted by Academic Affairs and/or Business Affairs. Manage and execute all event related operations including event specific documents, purchase orders, payments and all other event related logistics, including on-site coordination.

• Collaborate with and provide support to Dean’s office administration team during peak times. Undertake special assignments and projects assigned demonstrating flexibility and adaptability to changing priorities and requirements. Gather and manage data for presentation use including preparing presentations.

Required Qualifications • Bachelor’s degree in business administration, education, or related field preferred.

• Proven experience (+5 years) as an executive assistant or administrative professional.

• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.

• Strong interpersonal skills and the ability to communicate effectively with varied stakeholders at all levels.

• Proficiency in Microsoft Office Suite and other relevant software applications.

• Discretion and confidentiality in handling sensitive information and situations.

• Attention to detail and a commitment to accuracy in all tasks and communications.

• Ability to work independently with minimal supervision and as part of a team in a complex, mature environment with political savvy.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications • Experience in higher education or public facing environment

• Familiarity and knowledge of UT Austin’s policies around events and business management.

Salary Range • $60,000 - $65,000 + depending on qualifications

Working Conditions • Works in standard office conditions and repetitive use of a keyboard at a workstation.

• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.

• This is an Austin, TX-based position and is eligible for hybrid work.

Required Materials • Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important   for applicants who are NOT current university employees or contingent workers:  You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitt

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