Executive Assistant

## Executive Assistant Apply:
AUSTIN, TX:
Full time:
Posted Today:
R _
** Job Posting

Title:

** Executive Assistant**---
- **** Hiring Department:
** Dell Medical School**---
- **** Position Open To:
** All Applicants**---
- **** Weekly Scheduled

Hours:

** 40**---
- **** FLSA Status:
** Exempt from FLSA**---
- **** Earliest

Start Date:

** Immediately**---
- **** Position Duration:
** Expected to Continue**---
- ***
* Location:

** AUSTIN, TX**---
- **** Job Details:**## General Notes The Executive Assistant provides high-level executive and administrative support to senior leadership, managing complex schedules, communications, meetings, projects, documents, and financial activities. This role exercises a high degree of initiative, judgment, discretion, and independent decision-making while managing competing priorities in a dynamic environment.

The position works closely with administrative staff, department heads, University partners, and external stakeholders to support efficient executive and departmental operations.## Purpose The Executive Assistant provides high-level executive support to senior executives at the Chair or Chief level or above, supporting a large volume of highly complex decisions and administrative activities.

The role manages complex office priorities and provides financial and other factual information from a variety of sources requiring both independent and collaborative decision-making and fluid reprioritization of workflows. Responsibilities include managing calendars and schedules, coordinating meetings, handling correspondence, supporting projects, maintaining documentation, and performing administrative functions to promote executive efficiency and effectiveness.## Responsibilities Calendar Management and Scheduling
* Manage complex calendars to prioritize work schedules and workflow, including frequent reprioritization requiring independent and collaborative decision-making.
* Perform executive office administrative functions consistent with the assigned executive’s responsibilities and critical deadlines.
* Assess and coordinate personnel and resources to support efficient workflow and work distribution, ensuring protocols are followed and deliverables are met.
* Work with other key administrative staff to facilitate effective workflow.
* Coordinate and schedule visitor travel and agendas.
* Plan catering for lunch meetings and special events.
* Manage contact lists and committee membership lists.

Communication Management
* Find and organize information internal and external to the University to support decision-making and reporting.
* Manage incoming and outgoing communications, including emails and phone calls.
* Prepare routine, professional correspondence for distribution and correspondence on behalf of assigned executives.
* Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary.
* Serve as a liaison between the executive and other staff members.

Meeting and Project Coordination
* Conduct research and compile data to support executive decision-making.
* Coordinate with various departments to support project execution.
* Schedule and attend meetings and prepare meeting minutes as needed.
* Collaborate with Dell Medical School departments, University offices, UT System, and other academic and private-sector entities to support assigned projects and initiatives.

Document Management
* Maintain and organize important documents and records.
* Prepare reports, presentations, and other documents as needed.
* Ensure confidentiality and security of sensitive information.
* Manage assigned databases, including data entry, coordinating approvals, and sending communications.

Financial Support
* Process travel, purchasing, and…