Executive Assistant

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Job Details:

General Notes

Extended Education Ventures (EEV) (https://extendedcampus.utexas.edu/) expands the reach and rigor of The University of Texas at Austin by empowering innovative, high-quality continuing and professional education. Through strategic partnerships, operational excellence, and a commitment to lifelong learning we connect the University's expertise with the evolving needs of individuals, organizations, and communities.

At EEV we strive to create a talented and supportive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Belonging, Excellence, Future-focused, and Integrity.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

The Executive Assistant provides high-level support to the Associate Vice Provost and Executive Director of Extended Education Ventures (EEV) and plays a critical role in ensuring the efficient operations of the unit and it's leadership team. This role supports the operational processes of the unit's eight departments, providing responsive follow-through and troubleshooting. The Executive Assistant is also responsible for managing the planning and execution of executive-level and unit-wide events and is integral in coordinating opportunities to support and enhance the unit's sense of belonging.

Responsibilities

• Serve as the welcoming face of the center by professionally greeting staff and visitors, while accurately tracking and coordinating daily visitor meeting schedules. Screen and prioritize incoming requests and inquiries, responding or redirecting as necessary.

• Draft and manage email communications and responses on behalf of Associate Vice Provost and Executive Director when appropriate. Provide complex calendar management for Associate Vice Provost and Executive Director and initiate the scheduling of meetings and events on their behalf as needed. Exercise independent judgment in prioritizing requests, resolving scheduling conflicts, managing sensitive information, and representing executive priorities to internal and external stakeholders.

• Serve as the primary point of contact between the leadership team and internal teams, external stakeholders, and university affiliates. Maintain professional and timely interaction with university leadership, campus partners, external clients, vendors, advisory groups, and official guests on behalf of the leadership team. Work collaboratively with administrative colleagues in Academic Affairs to support the needs of the Associate Vice Provost and Executive Director. Acts as liaison between the leadership team and staff members in the unit.

• Provide direct support to the Associate Vice Provost and Executive Director as well as members of the leadership team. Maintain accurate tracking of leadership team activities, meetings, events, and follow-ups. Coordinate activities that have a division-wide impact, including leadership meetings, strategic planning retreats, all-staff meetings, special initiatives, and committee meetings.

• Manage office operations and administrative functions with minimal supervision, including financial processes, vendor coordination, facilities-related matters, event logistics, and operational support. Function as the central coordination point for Executive Director, Chief of Staff, unit Leadership Team, and department operations, ensuring continuity of communication and execution of organizational priorities. Plan and execute all aspects of unit-wide events and initiatives, including morale activities, EEV-hosted campus events and celebrations, luncheons, and other programs that support employee engagement.

• Provide project support to Associate Vice Provost and Executive Director and Chief of Staff for high-priority initiatives. Conduct necessary research and compile information for leadership decision-making. Coordinate with internal teams and external units to support project management. Prepare, proofread, and edit correspondence, presentations, reports, and documents on behalf of unit leadership. Monitor progress on key initiatives. Coordinate cross-departmental communications and assist in executing special projects and strategic initiatives.

• Bachelor's degree and at least 5 years of experience including two years at either the administrative Associate or Senior Administrative Associate or Senior Administrative Associate level. Experience supporting executive level leaders.
• Demonstrated experience managing complex calendars, coordinating meetings and travel, and balancing multiple competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to communicate effectively and diplomatically with individuals at all organizational levels and external partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently manage sensitive information with a high degree of accuracy and professionalism.
• Exellent written and verbal communication skills.
• High proficiency in Microsoft applications, including Outlook, Word, Excel, and PowerPoint.

Relevant education and experience may be substituted as appropriate.

• More than the listed years of experience.
• Familiarity with University of Texas administrative processes for purchases and other financial transactions.
• Previous experience supporting executive-level positions and event planning and management.
• Previous experience managing and updating SharePoint.
• Familiarity with project management software, including Asana.

$65,000 + depending on qualifications

• Work to be performed in typical office environment

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor 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 thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.