Executive Assistant

at  University of Texas at Arlington

JOB SUMMARY

The Executive Assistant provides comprehensive, executive administrative support to the Vice President for Administration and Economic Development. Supervises an Administrative Assistant I and Administrative Assistant II. Serves as a leader for the Division of Administration and Economic Development Office.

MINIMUM QUALIFICATIONS

• Associates Degree with a minimum of five (5) years upper-level administrative experience, (including two years prior experience with a c-suite executive); or high school graduate/GED and seven (7) years of increasingly responsible administrative experience.

PREFERRED QUALIFICATIONS

• Bachelor’s degree or equivalent with more than five (5) years of increasing responsibilities, administrative experience, knowledge of digital tools, and other office software applications. Experience with PeopleSoft/UT Share, and TCP.

KNOWLEDGE, SKILLS AND ABILITIES

• Proficient with using Microsoft Office Suite. Excellent oral and written communication skills.
• Ability to multitask, organize, prioritize, and work with initiatives both independently and within a team environment. Attention to details, decision-making and problem-solving skills.
• Ability to maintain a high degree of confidentiality. Familiarity with UT System and UTA policies and procedures.
• Ability to develop and maintain professional working relationships with the internal and external university community.
• Must be highly motivated, task-oriented, dependable, professional, capable of managing complex workload.
• Ability to exercise independent judgment in facilitating day-to-day office operations.

• Manage and coordinate the calendar for an executive leader, schedule meetings, and arrange travel.
• Answer calls and welcome visitors, make appointments, provide information when appropriate and function as executive liaison.
• Supervisor to the Administrative Assistant I, and the Administrative Assistant II.
• Communicates directly and effectively, on behalf of the Vice President, with his direct reports and others on matters related to the Vice President’s initiatives.
• Works closely and effectively with the various Vice Presidents /Deans /Chairs on upcoming commitments and responsibilities and follows up appropriately. In Vice President’s absence, ensures that requests for action or information are relayed to the appropriate staff members.
• Maintain and keep budget and financial data and reports and oversees monthly reconciliation of all cost centers.
• Manage project & event deadlines and communications for the department/division.
• Coordinate catering, meeting logistics and agendas for events, staff meetings and luncheons.
• Compose briefings and correspondence. Proofread documents for review and/or official signature.
• Manage confidential and sensitive materials and conduct related research as necessary.
• Manages inquiries directed to the executive; determines the proper course of action and collaborates with the appropriate individual(s) to formulate the responses.
• Retain files according to records retention policy.
• Performs other duties assigned.