Executive Assistant

Executive Assistant

Dell Medical School is seeking an Executive Assistant to provide support to the Chief Marketing and Communications Officer and Deputy CMCO.

The 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.

CALENDAR MANAGEMENT AND SCHEDULING

• Manages complex calendars to prioritize the work schedule and flow of work products with fluid reprioritization that will often require both 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 the 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; plan catering for lunch meetings and special events; manage contact lists and committee membership lists.

COMMUNICATION MANAGEMENT

• Finds and organizes information internal and external to the University to support decision-making and reporting in an efficient manner.

• 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.

MEETING AND PROJECT COORDINATION

• 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, other academic and private sector entities to support assigned projects and initiatives.

DOCUMENT MANAGEMENT

• 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 date, coordinating approvals, and sending emails.

FINANCIAL SUPPORT

• 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 record and processes reimbursements and related activities.

Other related duties as assigned

MARGINAL OR PERIODIC FUNCTIONS:

• Assists with training on applicable UT processes as needed.

• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization;
Serves as preceptor, mentor, and resource to less experienced staff.

• Adheres to internal controls and reporting structure.

• Performs related duties as required.

KNOWLEDGE/SKILLS/ABILITIES

• Skilled in using office tools, databases, and communication platforms to streamline administrative workflows; proficiency in Microsoft Office Suite (Word, Excel,…