Executive Assistant

Job Posting Title: Executive Assistant ---- Hiring Department: Dell Medical School ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: AUSTIN, TX ---- Job Details: General Notes The Executive Assistant provides high-level executive and administrative support to senior leadership, managing complex schedules, communications, meetings, projects, documents, and financial activities. This role exercises a high degree of initiative, judgment, discretion, and independent decision-making while managing competing priorities in a dynamic environment. The position works closely with administrative staff, department heads, University partners, and external stakeholders to support efficient executive and departmental operations. Purpose The Executive Assistant provides high-level executive support to senior executives at the Chair or Chief level or above, supporting a large volume of highly complex decisions and administrative activities. The role manages complex office priorities and provides financial and other factual information from a variety of sources requiring both independent and collaborative decision-making and fluid reprioritization of workflows. Responsibilities include managing calendars and schedules, coordinating meetings, handling correspondence, supporting projects, maintaining documentation, and performing administrative functions to promote executive efficiency and effectiveness. Responsibilities Calendar Management and Scheduling Manage complex calendars to prioritize work schedules and workflow, including frequent reprioritization requiring independent and collaborative decision-making. Perform executive office administrative functions consistent with the assigned executive’s responsibilities and critical deadlines. Assess and coordinate personnel and resources to support efficient workflow and work distribution, ensuring protocols are followed and deliverables are met. Work with other key administrative staff to facilitate effective workflow. Coordinate and schedule visitor travel and agendas. Plan catering for lunch meetings and special events. Manage contact lists and committee membership lists. Communication Management Find and organize information internal and external to the University to support decision-making and reporting. Manage incoming and outgoing communications, including emails and phone calls. Prepare routine, professional correspondence for distribution and correspondence on behalf of assigned executives. Maintain accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Serve as a liaison between the executive and other staff members. Meeting and Project Coordination Conduct research and compile data to support executive decision-making. Coordinate with various departments to support project execution. Schedule and attend meetings and prepare meeting minutes as needed. Collaborate with Dell Medical School departments, University offices, UT System, and other academic and private-sector entities to support assigned projects and initiatives. Document Management Maintain and organize important documents and records. Prepare reports, presentations, and other documents as needed. Ensure confidentiality and security of sensitive information. Manage assigned databases, including data entry, coordinating approvals, and sending communications. Financial Support Process travel, purchasing, and reimbursements. Manage database entries and assist with preparation and completion of the executive’s annual budget. Process monthly account reconciliations and variance reports. Assist with scheduling travel, maintain related records, and process reimbursements and associated activities. Marginal or Periodic Functions Assist with training on applicable UT processes as needed. Promote professional growth and development by meeting mandatory and continuing education and skills competency requirements while supporting department-based goals. Serve as a preceptor, mentor, and resource to less experienced staff. Adhere to internal controls and reporting structure. Perform related duties as required. Knowledge, Skills, and Abilities Skilled in using office tools, databases, and communication platforms to streamline administrative workflows. Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, with experience in data entry and CRM tools. Excellent verbal and written communication skills, including the ability to draft clear and concise correspondence, listen actively, and convey information accurately. Strong attention to detail with the ability to review work, follow up on outstanding items, and identify and correct errors in documents and communications. Demonstrated initiative, problem-solving ability, and ability to develop effective solutions. Ability to thrive in a dynamic environment while managing multiple priorities and supporting team operations. Strong organizational and time-management skills with the ability to track multiple tasks and deadlines. Ability to maintain positive relationships and collaborate effectively with colleagues and stakeholders across the organization. Demonstrated empathy and ability to resolve conflicts professionally. Required Qualifications Bachelor’s degree in Business or a related field. Minimum of five years of experience in a supportive administrative or clerical function, including two years of experience at either the Administrative Associate or Senior Administrative Associate level. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Related experience in an academic healthcare setting. Working knowledge of UT policies and procedures.