Executive Assistant, UT Health Austin

Purpose

Executive Assistant provides high-level executive support to senior executives (at the Chair or Chief level or above) with a large volume of highly complex decisions. The role may also assist with the supervision of a large clerical staff function in the operation of the department, exercising a high degree of initiative and judgment. They manage many complex office decisions in a sizable department and supply financial and other factual information from a variety of sources that often require both independent and collaborative decision-making and fluid reprioritization of workflows.

This role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the executive’s efficiency and effectiveness. The Executive Assistant works closely with other administrative staff, department heads, and external stakeholders.

• Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that often requires independent and collaborative decision-making.
• Performs executive office administrative functions consistent with the assigned executive(s) function to meet critical deadlines by assessing and deploying personnel and resources to ensure efficient workflow and work distribution; ensures protocols are followed and deliverables are met.
• Works with other key administrative staff to facilitate easy workflow.
• Coordinates and schedules visitor travel and agendas; plans catering for lunch meetings and special events; manages contact lists and committee membership lists.

• Finds and organizes information internal and external to the University to support decision-making and reporting efficiently.
• Handles incoming and outgoing communications, including emails and phone calls.
• Prepares routine, well‑written correspondence for distribution and prepares correspondence on behalf of assigned executive(s).
• Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
• Acts as liaison between the executive and other staff members.

• Conducts necessary research and compiles data for executive decision‑making.
• Coordinates with various departments to support project execution.
• Schedules, attends, and takes minutes for meetings as needed.
• Works collaboratively with Dell Medical School departments, University offices, UT System, and other academic and private sector entities to support assigned projects and initiatives.

• Maintains and organizes important documents and records.
• Prepares reports, presentations, and other documents as needed.
• Ensures confidentiality and security of sensitive information.
• Manages assigned databases, entering dates, coordinating approvals, and sending emails.

• Processes travel and purchasing reimbursements.
• Manages entries in databases and assists with the preparation and completion of the executive’s annual budget.
• Processes monthly account reconciliations and variance reports.
• Assists in the scheduling of travel, maintains records and processes reimbursements and related activities.

• Bachelor's Degree in Business or related field
• At least 5 years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Associate or the Senior Administrative Associate level.

• Master's Degree in Business or related field
• At least 7 years of experience in supportive administrative/clerical function, including 2 years of experience at either the Administrative Associate or the Senior Administrative Associate level.
• Related experience in an academic healthcare setting.
• Working knowledge of UT policies and procedures.
• Advanced proficiency with Microsoft Office.
• Demonstrated problem‑solving experience and managing complex calendars.

$59,672+ depending on qualifications

• Work in Standard Office Environment
• Repetitive use of a keyboard

• Resume/CV
• 3 work…