Executive Assistant to CXO, University Events

Executive Assistant to the CXO, University Events & Experience

Hiring Department: University Development Office

Position Open To: All Applicants

Weekly Scheduled

Hours:

40

FLSA Status: Exempt

Earliest

Start Date:

Immediately

Position Duration: Expected to Continue

Location: UT MAIN CAMPUS

The Executive Assistant is responsible for delivering comprehensive executive-level administrative support to the Chief Experience Officer (CXO) within the Office of University Events and Experience. The role acts as a partner, anticipating and responding to the needs of the CXO, serving as a liaison to internal and external stakeholders, and managing a broad range of functions integral to the success of university events and key initiatives.

This role blends high-level administrative expertise with proactive project management, professional judgment, and a passion for exceptional event experiences that reflect the values and aspirations of UT Austin. The successful candidate will embody discretion, adaptability, and a collective spirit, helping to foster UT Austin's culture of excellence, service, and innovation.

• Executive Calendar Management:
  Maintain the CXO's complex and dynamic schedule, proactively coordinating meetings and travel arrangements; prioritize and resolve scheduling conflicts with sound judgment and professionalism.
• Communication Liaison:
  Serve as the primary point of contact for the CXO, handling confidential communications, screening calls and correspondence, and ensuring timely follow-up with internal and external stakeholders.
• Project Coordination:
  Manage and track special projects as assigned by CXO, ensuring deadlines are met and project goals are achieved; develop progress reports and maintain relevant documentation.
• Meeting Preparation:
  Prepare agendas, gather background materials, and document minutes for executive meetings; coordinate follow-up actions and ensure completion of assigned tasks.
• Travel Coordination:
  Arrange complex travel itineraries (domestic and international) for the CXO and as needed, senior staff, including transportation, accommodations, and expense reconciliation.
• Confidential Records Management:
  Maintain organized and secure files for sensitive information, contracts, and records in compliance with university policies and data privacy standards.
• Relationship Management:
  Build and nurture strong relationships with university leaders, faculty, donors, students, and external partners, representing the Office and the CXO with professionalism and diplomacy.
• Initiative and Problem Solving:
  Proactively identify opportunities to improve processes, resolve issues independently, and support the evolving priorities of the Office and CXO.
• Other duties as assigned.

• Bachelor's degree or equivalent experience preferred; background in higher education, event management, or executive support is highly desirable.
• Minimum of five years in an administrative or executive support role, preferably within a university or complex organizational setting.
• Exceptional organizational, interpersonal, and communication skills, with a demonstrated ability to manage competing priorities with discretion and grace.
• Proficiency in Microsoft Office Suite, calendar and project management systems; familiarity with UT Austin administrative platforms is a plus.
• Ability to maintain confidentiality, exercise sound judgment, and adapt to shifting demands in a fast‑paced environment.
• Enthusiasm for supporting high‑impact events and experiences that advance the mission of UT Austin.

• Eight years or more in an administrative or executive support role, preferably within a university or complex organizational setting.
• Extensive experience supporting executive leadership, ideally within higher education or similarly complex organization.
• Proven track record in project management, event planning, and executive calendar coordination.
• Expert proficiency with Microsoft Office Suite, scheduling software, and document management platforms; experience with UT Austin administrative systems is highly desirable.
• Exceptional organizational and communication skills, with…