Executive Assistant (Moody Brain Health Institute - Galveston)

REQUIRED EDUCATION / EXPERIENCE:

Bachelor’s degree or equivalent and a minimum of five years of experience working in a demanding executive environment.

PREFERRED EDUCATION / EXPERIENCE:
Bachelor’s degree preferred 

JOB SUMMARY:

Serves as an extension of the vice president, providing a broad range of administrative services 
to support the goals of the department and the enterprise area as well as the overall mission of 
the university.

MAJOR DUTIES / CRITICAL TASKS:

• Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment.
• Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive and/or confidential information.
• Manages the executive’s calendar and schedule, while preserving time in the calendar for strategic planning, as needed.
• Prepares the executive for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the executive.
• Plans, prepares and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual support, etc.
• Researches, assembles and develops various presentations, projects and reports for the executive.
• Participates in budget planning and development activities.
• Manages the vice president’s travel schedule, arrangements and reimbursement.
• Procures equipment and supplies needed by the executive and staff.
• Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy.
• Triages phone calls, mail, email and other communiques with executives, direct reports.
• Manages routine administrative tasks for the vice president’s office, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc.
• Interprets and executes rules, regulations and policies, as applicable, and adheres to internal controls established by department.
• Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals.

CUSTOMER RELATIONS 

• Models exemplary customer service both within and outside the organization.
• Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports and the general employee population, exhibiting the highest level of responsiveness and customer service.
• Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service.

TECHNICAL SKILLS:

·        Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and     Excel.

·        Demonstrates proficiency in PeopleSoft systems.

·        Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization\

MARGINAL OR PERIODIC JOB FUNCTIONS

·        Works additional hours to assure that deadlines are met and that the executive has a weekly prospective view of the upcoming week's     deadlines.

·        May be required to accompany the vice president to meetings throughout the campus.

  EQUIPMENT

Standard office equipment.

WORKING ENVIRONMENT/LOCATION OF POSITION:
     Standard office environment.

OTHER:

Specific job requirements or physical location of some positions allocated to this classification, 
may render this position security sensitive, and thereby subject to the provisions of Section 
51.215, Texas Education Code. 

SALARY RANGE:

Actual salary commensurate with experience or range if discussed and approved by hiring authority.$59,040 - $73,800