Executive Assistant

SUMMARY OF RESPONSIBILITIES

We are seeking an executive-level assistant who is dedicated to creating a positive and welcoming work environment, who demonstrates a high level of customer service, and who can effectively collaborate with others to accomplish the goals and objectives of the organization. You should possess extraordinary organizational, time management, and communication skills to make a positive impact on our programs and the university. We will look for someone who demonstrates the ability to solve problems, collaborate effectively, and who shows dedication to the organization.

The Executive Assistant for Enrollment Management provides executive-level support to the Division of Enrollment Management, including the Vice President, Assistant Vice President and Directors. Responsibilities include calendar management, project management, coordinating travel, procurement and budget management and supporting high-level special events and meetings. This position serves as a liaison with various departments as well as external contacts.

ESSENTIAL FUNCTIONS

• Office Management: Manage the day-to-day operations of the division of enrollment management. Monitor and ensure staff have the supplies and support to effectively perform their responsibilities. Answer and re-direct telephone calls as needed. Updates and maintains organizational chart.
• Document Preparation: Create, edit, and proofread documents, reports, presentations, and other materials as needed. Prepare correspondence for distribution or approval and signature. Proof documentation for completeness and accuracy with the highest attention to detail. Print and prepare materials including agendas, meeting notes, and action items in support of effectively managing the time of the leadership.
• Calendar and Meeting Management: Manage the calendars senior leadership. You will proactively meet with leadership to review and manage schedules, obtain materials needed for meetings, and schedule meeting locations. Attend meetings with senior leadership team and provide meeting notes as needed.
• Event Management: Assist senior leadership with scheduling and managing events, including reserving locations, ordering catering, welcoming, and assisting guests, and managing any issues.
• Budget and Procurement Support: Track and monitor the budget, ensuring accurate record-keeping of expenses, budget allocations, and financial commitments. Prepare, review and process department purchase requisitions, forms, and reimbursements, ensuring adherence to the university financial policies and procedures. Procurement of supplies and equipment. Monitor and track contracts, route for appropriate signatures, log into tracking system and notify staff of expiration.
• Travel support: Assist enrollment leadership and guests in booking and reimbursing travel for university activities.
• Assist with special projects, as needed
• Perform other duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

• Education and Experience: A bachelor’s degree is preferred or three years of experience in providing executive level support.
• Language Skills – Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals in English. Ability to write routine reports and correspondence. Ability to speak effectively with students, employees of the University and the public.
• Math Skills – Ability to calculate figures and amounts such as discounts, interest, and percentages.
• Reasoning Ability – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram.
• Computer Skills – To perform this job successfully, an individual should have extensive experience with commonly used Internet browsers, Microsoft Outlook, PowerPoint, Word, and Excel. Must be able to create and format complex Word documents with tables, templates, and mail merges; and have extensive knowledge using Excel to create reports, pivot tables, and charts. Must be able to learn and utilize various CRMs: Jenzabar and Jenzabar Recruitment Manager.
• License – Must have a valid Texas driver’s license, related insurance, and a good driving record to drive any vehicle, including personally owned vehicles, on behalf of the University.