Executive Assistant

Executive Assistant

University of North Texas – Dallas

Salary:
Commensurate with experience

FTE: 1.000000

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 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.

• 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, ensuring 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, acting 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.
• Identifies issues or problems and researches solutions within specific management areas, balancing 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 escalated. 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 with strict confidentiality for all sensitive information, providing broad range of confidential, executive support.
• 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, identifying and flagging items that need the Provost’s attention for decision.
• Filters communication, including calls, emails, and in‑person requests, prioritizes for importance and urgency, reviews all materials coming into the office and coordinates information flow. Drafts, edits, and reviews written correspondence on behalf of the Provost.
• Responsible for collecting faculty information and maintaining current records; generates faculty hiring, appointment, and tenure and promotion letters.
• Acts as a bridge between the Provost and the rest of the Academic Affairs team, fostering collaboration and communication to ensure alignment with the Provost’s and University’s goals.
• Performs other duties as assigned.

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.

Academic Affairs background.

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