Executive Assistant to CEO (Houston, TX)

Exempt

Immediately

Salary commensurate with experience

40.00 Standard from 8:00 AM to 5:00 PM

University Lands

A resume is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

Established by the Texas Constitution of 1876, The University of Texas System consists of eight academic and five health institutions. The University of Texas System is primarily based in Austin, TX and is responsible for the central management and coordination of the thirteen institutions. Diversity and inclusion are core values for UT System, which serves the needs of a diverse and growing state. To that end, our review of applications will embrace the principles of the veterans and former foster children employment preferences (state laws), all of which are intended to promote diverse interview pools.

We are pleased to offer a variety of benefits to our employees. Please visit Benefits Summary to view information on health insurance, retirement savings plans, paid leave, paid holidays, wellness/gym facility, covered parking and more.

Provides independent assistance to the Chief Executive Officer. Responsible for complex and confidential administrative assignments. Requires detailed understanding of the operations of the department and company. Relieves superior(s) of administrative detail and more complex routine tasks. Makes independent decisions regarding planning, organizing and scheduling work for self.

• Responsible for performing tactical and strategic administrative support tasks for CEO.
• Coordinate complicated travel for CEO and backup support for other senior level employees.
• Administer detailed travel reimbursements in UTS accounting platform (Concur).
• Responsible for heavy calendar management, including the coordination of management meetings, calendar invites, room scheduling, and scheduling conference calls.
• Plan and coordinate details and logistics of offsite management retreats and other offsite meetings.
• Assist Marketing Manager in planning and execution of office activities and social events.
• Quarterly planning and coordination of details and logistics for University Lands Advisory Board meeting, including remote meeting logistics, organization and distribution of meeting materials and communications with board members and their staff.
• Manage communications with offices of the Board of Regents for both UT System and A&M System.
• Participate in meetings as requested by the CEO to take minutes and document follow up actions.
• Prepare personal correspondence email and letters for CEO.
• Establishes and maintains strong working relationships with members of the executive leadership team and other administrative professionals.
• Assists in management of Human Resource functions with UT System for the Houston office, including required employment forms, position postings, and interview scheduling for multiple departments. Contract and employee onboarding.
• Provide support to Houston Office building operations, supplies and maintenance requests including backfill of designated Department Safety Liaison duties, routine safety checks and scheduling safety training.
  

• Advanced general administrative skills and knowledge required at an upper executive level.
• Ability to demonstrate diplomacy, discretion, and professionalism at all times.
• Maintain confidentiality with sensitive information and personal matters.
• Strong interpersonal skills.
• Exceptional organizational, prioritization, and time-management skills.
• Expertise in MS Office Suite, specifically, Outlook, Word, Excel and PowerPoint.

• High school diploma or GED equivalent
• 10 years of progressively responsible administrative experience, including C-Level administrative experience

Education beyond the required minimum may substitute for experience on a year for year basis (where 30 semester hours equals one year).

• Bachelor’s Degree
• 5+ years of C-level experience
• Familiarity with coordination of board meetings and board communications
• Professional hospitality knowledge and skills

• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Uses standard office equipment

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

The University of Texas System is an Equal Opportunity/ Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status or sexual orientation. Reasonable disability accommodation may be requested by contacting the Office of Talent and Innovation.