Executive Assistant II

Job Title

Executive Assistant II

Agency

Texas A&M University Health Science Center

Department

School Of Public Health

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

As one of the fastest-growing academic health centers in the nation, Texas A&M Health encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.

What we want

The Executive Assistant II, under general supervision, performs advanced professional assistance work for an executive. This role maintains high-level interactions with the campus community and assists with highly confidential and critical academic and/or administrative matters. You will exercise discretion and independent judgment with respect to matters of significance.

What you need to know

Salary: Compensation will be commensurate to the selected hire's experience.

Required Education and Experience:

• Bachelor's degree in applicable field or equivalent combination of education and experience.

• Four years of experience in office administration

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and presentation applications

• Ability to multitask and work cooperatively with others

• Interpersonal and communication skills

• Planning and organizational skills

• Calendar management skills

Preferred Qualifications:

• 5 years of experience working as an executive assistant

Responsibilities:

Administrative and Calendar Support

• Coordinates calendars, meetings, and other activities for the Office of the Dean

• Maintains high level interactions with the campus community and assists with highly confidential and critical academic and/or administrative matters

• Provides technical guidance and advice on administrative matters to agency executives, management, or staff

• Coordinates and monitors action items and assignments made by the administrator

• Prepares notices or agendas for meetings

• Drafts and manages correspondence and communications, schedules appointments, manage calendar, and coordinates travel

• Prepares travel arrangements and itineraries and may approve and process travel reimbursements.

• Plans and prepares reports, manuals, and publications

• Acts as administrator's representative in dealing with third parties

• Add meeting minute preparation/distribution

• Supervision of student and staff

Reporting and Event Coordination

• Assists in compiling reports, maintains records and other documents and coordinates schoolwide and special events

• Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations

• Responds to inquiries, resolving problems or inquiries

• Reviews administrative practices and programs and assists in formulating policies

Logistical Support Plans

• Coordinates logistical and administrative support for events, meetings, or other special functions and provides on-site support

• Researches, compiles, and applies information, making evaluative judgments on appropriate data to use

• Serves as a liaison between the Dean or Assistant Vice President and subordinate administrators by communicating and/or interpreting policy, planning decisions, and related information or documents affecting the subordinate administrative units within guidance from the Dean

Correspondence Coordinator

• Helps coordinate and manage building space and repair requests

• May serve as an Office Manager

• Has key holder and fiscal records management responsibilities

• Prepares routine to complex correspondence, email, reports, forms, manuscripts, transcripts, and proofs for distribution, approval and/or mass mailing from machine or oral dictation, handwritten drafts, or printed text by using various computer applications (e.g., word processing, spreadsheets, desktop publishing), checking the documents for completeness and accuracy, and distributing the documents or submitting them to the supervisor or document originator for approval

Other Duties

• Contributes to the overall success of the administrative unit by performing other essential duties and responsibilities as assigned by the Dean

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution's verification of credentials and/or other information required by the institution's procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.