Executive Assistant to Chief Legal Officer; Houston, TX

Position: Executive Assistant to the Chief Legal Officer (Houston, TX)
Exempt

Earliest Start Date

Immediately

Salary

Salary commensurate with experience

Hours per Week

40 hours weekly

Hiring Department

University Lands

Required Application Materials

A resume is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

About Us

For more than 140 years, The University of Texas System has improved the lives of Texans - and people all over the world - through education, health care, and research. The System consists of nine academic institutions, four health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 160,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System's thirteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do.

To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

Purpose of Position

The Executive Assistant to the Senior Vice President and Chief Legal Officer (CLO) is a key member of the University Lands (UL) administrative team. This position provides high-level administrative support, managing complex and confidential responsibilities that enable the CLO to operate effectively and strategically. The Executive Assistant oversees daily workflow, exercises sound judgment in decision-making, and ensures seamless coordination of executive-level activities, including communication, scheduling, and project management.

The role requires close collaboration with internal departments, external stakeholders, and senior leadership across UL. The Executive Assistant contributes to a culture of excellence and professionalism, supporting UL's mission to be the leading land management organization in the country.

Essential Functions

• Office of the CLO:
  Responsible for performing tactical and strategic administrative support tasks for the CLO. Establish and maintain strong working relationships with members of the executive leadership team, senior employees, and other administrative professionals.
• Administration:
  Work on complex administrative processes and databases to develop and test administrative procedures to ensure they are fully in line with organizational needs.
• Document Management:
  Organize, prepare, file and manage complex documents using a variety of applications, such as standard office software. Gather and analyze data and prepare complex reports, agendas, minutes of meetings, and tailored letters and emails for approval by executives and senior employees. Draft, proofread, redact, and revise documents such as contracts, memorandum, and correspondence. Manage and track actions and outcomes.
• Outside Counsel Management:
  Review outside counsel invoices, track expenses against budget and contract caps, and work collaboratively with external law firms and internal departments to track issues and ensure prompt payment.
• Travel:
  Coordinate travel for executive and senior employees. Administer travel reimbursements and provides backup for assistance with UTS accounting platform (Concur).
• Calendar and Meeting Management:
  Responsible for calendar management, including the coordination of complex management meetings, calendar invites, room scheduling, and scheduling conference calls.
• Procurement:
  Achieve specific procurement goals or provide support to others while following established procurement systems and protocols. Responsible for tracking and processing invoices and AFEs for executives and senior employees.
• Business Meetings/Events Arrangement:
  Assist in arranging venues, equipment, catering, and travel…