Executive Administrative Assistant at University of Houston in Houston, Texas

Job Description:

Coordinates, directs and manages the office of a top university executive limited to a Vice Chancellor/Vice President, Asst Vice Chancellor/Vice President, Vice President, Assoc Vice President or Dean.

Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders.

Maintains appointment/meeting schedule and calendar.

Makes travel arrangements, screens all in-coming telephone calls, and sorts and prioritizes mail.

Drafts routine responses to correspondence as needed.

Functionally supervises projects in the office of the executive.

Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.

May supervise secretarial and clerical staff in the office.

Performs other job-related duties as assigned.

EEO/AA
Bachelors and 5 years experience

Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline. Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed. Requires a minimum of five (5) years of directly job-related experience.

Additional Job Posting Information

The department of Campus Safety is seeking an Executive Administrative Assistant who will report to the Assistant Vice Chancellor/Assistant Vice President for Campus Safety. The role will also provide support to and coordinate with senior leaders within the department.

Focus Areas and responsibilities to include:

1. Prepares documentation to purchase goods for department use; Handles authorized purchases, and liaisons with Division Business Services accordingly; Assists with preparing documentation for contracts

2. Coordinates travel arrangements by making the necessary registrations and travel reservations, prepares all travel-related documentation, including Travel Requests and Expense Reports via the Concur System

3. Assists with scheduling and managing executive calendar, as well as scheduling and preparing logistics for department events and meetings for the executive level staff

4. Prepares meeting materials (agendas, copies, minutes, etc.) as requested, and maintains department records such as rosters and organizational charts

5. Serves as the representative for Campus Safety on the Administration and Finance (A&F) Communications Council by attending monthly meetings, compiling items for the monthly Newsletter, coordination with Campus Safety leadership and A&F Annual Report

6. Manages and coordinates special projects in the office of the executive

7. Completes other administrative tasks as requested

The ideal candidate will possess:

• Excellent communication skills, both written and oral

• Strong interpersonal skills

• The ability to prioritize and plan work activities to use time effectively

• Proficiency with Microsoft Outlook, Word and Excel and other administrative systems

• Ability to compile data, create tables and graphs for reports

• Knowledge and experience with University guidelines, processes and systems is preferred

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