Executive Assistant

Title:

Executive Assistant

Salary: Commensurate with experience

FTE: 1.0

Location: Dallas

The Executive Assistant to the Provost provides high-level administrative support to the Provost and Executive Vice President for Academic Affairs. The role is critical in ensuring the effective and efficient operation of the provost's office, acting as a liaison between the Provost, University leadership, faculty, staff, students, and external stakeholders. The Executive Assistant is responsible for providing advanced specialized professional administrative support to the Provost while managing daily administrative tasks, handling sensitive information, and coordinating special projects to support the mission and goals of the University of North Texas at Dallas.

Bachelor's degree and five (5) years of highly responsible and varied office administration or business management experience; or any equivalent combination of education, training, and experience.

Advanced MS Office skills. Knowledge of accounting/budgeting procedures. Ability to work under pressure, to adjust to constant changes, to handle multiple tasks, and to coordinate the work of others. Ability to keep complex records, to assemble and organize data of complex nature, and to prepare and submit reports in acceptable formats. Ability to conceptualize, plan and organize multiple programs and assignments effectively.

Ability to work on complex and confidential tasks utilizing judgment, tact, and resourcefulness. Skill in developing and maintaining good working relationships. Knowledge of policies, practices, procedures and terminology of assigned function. Supervisory skills.

Academic Affairs Background.

N/A

• Serves as an advisor, offering insights and feedback when appropriate, based on a deep understanding of the Provost's priorities and the University's objectives. Adapts quickly to a fast-paced environment and effectively responds to last‑minute changes to plans, including rescheduling meetings, modifying travel itineraries, or handling unexpected urgent matters.
• Coordinates the collection and analysis of data and the preparation of materials for meetings and conferences. Conducts research, compiles reports, and provides information for decision‑making. Ensures the completion of required reports.
• Organizes and maintains calendars, ensuring meetings, appointments, and travel are coordinated effectively and efficiently. Makes critical prioritization decisions.
• Coordinates activities on behalf of the Provost. Acts as a liaison between the Provost and other staff, faculty, and constituencies. Communicates instructions or decisions effectively.
• Manages and prioritizes the office workload by directly supervising administrative staff and students, tracking tasks, deadlines, and project milestones. Ensures timely completion and compliance.
• Identifies issues or problems and researches solutions within specific management areas. Balances multiple tasks and priorities simultaneously, maintaining a high level of organization, accuracy, and positivity even in high‑pressure situations.
• Anticipates potential issues and proactively offers solutions before problems escalate. Serves as a resource for others in the resolution of complex problems and issues.
• Ensures that key discussions, decisions, and follow‑up actions are properly documented, communicated, and executed. Maintains appropriate records and documentation. Maintains strict confidentiality with all sensitive information. Responsible for providing a broad range of confidential, executive support to the Provost.
• Responsible for budgeting, managing, tracking, planning, overseeing and reporting the annual budget, payroll, purchasing and expenditures. Reviews and approves ePARS on the Provost's behalf which includes identifying and flagging items that need to be brought to the Provost's attention if a decision is needed.
• Filters communication, including calls, emails, and in‑person requests and prioritizes for importance and urgency. Reviews all materials coming into…