Executive Assistant, Office of Academic Affairs (Onsite)

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

Preferred Qualifications: 
Bachelor’s degree preferred

Job Summary: 
Provides a broad range of administrative services to support the Executive Dean and the operational needs of the Vice Dean for Academic Affairs (VDAA) office in the John Sealy School of Medicine (JSSOM).  This position primarily supports the Executive Dean and may provide support to additional Academic Affairs leadership, as needed, while also assisting with broader administrative functions across Academic Affairs.

Job Duties:

• Serves as the primary point of contact for the Executive Dean and represents Academic Affairs in a positive and professional manner
• Provides direct administrative support to the Executive Dean and additional Academic Affairs leadership, as assigned
• Manages complex calendars, scheduling, and meeting coordination, ensuring appropriate prioritization of executive time
• Prepares leadership for meetings by organizing agendas, materials, and briefing information
• Plans, coordinates, and facilitates meetings and events, including logistics, communications, and follow-up
• Manages travel arrangements, reimbursements, and related documentation
• Triages communications (phone, email, correspondence) and responds or escalates as appropriate
• Develops, edits, and prepares reports, presentations, and executive-level communications
• Handles sensitive and confidential information with discretion and sound judgment
• Manages multiple competing priorities with minimal direction in a fast-paced environment
• Supports day-to-day administrative operations of the VDAA office, including ordering supplies, processing invoices and coordinating special projects
• Provides administrative support across Academic Affairs to ensure continuity of operations, as needed

Collaboration & Operations

• Works collaboratively with Academic Affairs leadership and staff to support operational needs
• Coordinates activities across leadership offices to support alignment and efficiency
• Serves as a professional representative of the Executive Dean and the VDAA office in interactions across campus and with external stakeholders
• Communicates effectively with internal and external partners, maintaining a high level of professionalism, discretion, and responsiveness
• Applies institutional policies and procedures in support of administrative and operational functions

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

Salary Range: Actual salary commensurate with experience or range if discussed and approved by hiring authority up to $57,800.