What are the responsibilities and job description for the Executive Assistant position at ONE Elite Staffing?
Job Description
Job Description
Title : Executive Assistant
Pay : $35.00-40.00.00 / HR
Work Model : On-Site at primary location in San Antonio, Texas 78249
EXECUTIVE ASSISTANT
Job Summary
Manages all administrative support provided to the President. Ensures staff operates in a professional manner, with a high level of confidentiality, while responding to a wide range of issues and events requiring the President's attention as it relates to UTSA and UT Health San Antonio business.
Core Responsibilities :
Manages and oversees support provided to the President, including efficient management of the President's daily calendar; preparation of letters, documents, and reports; screening of visitors and incoming calls.
Provides management, supervision and daily oversight of the administrative support staff within the Office of the President.
Serves as liaison between the President and UTSA faculty, staff, and students, and UT Health staff, community leaders, legislators, members of the UT System, and other constituents to facilitate access to the President.
Directs and manages high-profile campus visits, to include guests from UT System, Board of Regents and other VIP.
Oversees and coordinates incoming information to the Office of the President. Prioritizes issues requiring the President's attention; assigns issues to the President's direct reports for action.
Coordinates the Office of the President including the recruitment, orientation, and training of staff, evaluates and makes recommendations to the President regarding office structure, job descriptions, policies, procedures, and allocation of resources.
Ensures the President is fully prepared for meetings, events, and appearances as they relate to UTSA and UT Health San Antonio. Anticipates the President's need for information / material for upcoming meetings, speaking engagements, etc., and prepares / coordinates this information at the President's request.
Obtains reliable data / information for the President as required to respond to phone calls, correspondence, and other requests.
Oversees status tracking and reporting on the President's directives. Accurately conveys confidential, sensitive and / or detailed information from the President to others within and outside of the University.
Consistently reviews work to streamline and improve processes and management of office procedures, support and calendaring.
Directs, coordinates and / or assists with the planning and evaluation of presidential initiatives and special projects for the Office of the President, as assigned.
Serves on internal hiring committees and task forces across campus.
Leads and coordinates comprehensive Cabinet support, ensuring cohesive and unified assistance across all members. Additionally, leads biweekly calendar meetings to foster collaboration across campus and other departments.
Reviews and tracks student, staff, and faculty appeals to the President and coordinates response or resolution.
Performs other duties as assigned.
MINIMUM REQUIREMENTS
Education / Certifications :
Bachelor's degree from an accredited institution.
At the discretion of the hiring manager additional experience may substitute for a degree on a year-for-year basis.
Criminal Background Check (CBC).
Experience :
Five (5) years of experience providing senior executive-level support or office management.
Knowledge Skills & Abilities :
Proven record of accomplishment of excellent organizational and interpersonal skills.
Ability to proactively manage relationships both internally and externally on behalf of the President and their spouse.
Ability to successfully anticipate the President's needs and adjust as needed based on new priorities.
Demonstrated independent decision-making and problem-solving ability.
Proven ability to handle confidential information with discretion.
Proven ability to be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response.
Ability to deliver quality results under time constraints in a fast-paced environment.
Demonstrated expertise in Microsoft Office Suite for creating professional documents, presentations, and spreadsheets.
WORKING CONDITIONS
Working Environment :
Office environment.
Ability to travel to and from meetings, training sessions, or other business-related events.
Occasional after-hours and weekend work or overtime may be required.
Physical Demands :
Sedentary work; sitting most of the time. Jobs are sedentary if walking and standing are required, only occasionally.
Exerts up to 10 lbs. of force occasionally.
Summary of Key Duties for Temporary Executive Assistant to the President :
Manages and oversees support provided to the President, including efficient management of the President's daily calendar ensuring the President is fully prepared for meetings, events, and appearances as they relate to UTSA and UT Health San Antonio.
Anticipates the President's need for information / material for upcoming meetings, speaking engagements, etc., and prepares / coordinates this information at the President's request.
Preparation of letters, documents, and reports; screening of visitors, incoming calls and emails, and obtains reliable data / information for the President as required to respond to phone calls, correspondence, and other requests.
Coordinates travel for the President with the Protocol Officer.
Provides management, supervision, and daily oversight of the administrative support staff within the Office of the President while working closely with the Chief of Staff and Deputy Chief of Staff.
Serves as liaison between the President and UTSA faculty, staff, and students, and UT Health staff, community leaders, legislators, members of the UT System, and other constituents so as to facilitate access to the President.
Oversees status tracking and reporting on the President's directives.
Accurately conveys confidential, sensitive and / or detailed information from the President to others within and outside of the University.
Directs, coordinates and / or assists with the planning and evaluation of presidential initiatives and special projects for the Office of the President.
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