Executive Assistant

About Rice

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice's culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name - RICE - Responsibility, Integrity, Community and Excellence.

Special Instructions to Applicants: Please provide a cover letter and resume in the supporting documents section of the application, preferably in PDF format to avoid any formatting issues.

Position Summary

The Executive Assistant to the Executive Vice President (EVP) of Operations, Finance, and Support (OF&S) plays a pivotal role in enhancing the efficiency and effectiveness of the EVP's office by providing advanced administrative and project support. This position is essential for optimizing the EVP's time and focus, ensuring alignment with the division's priorities. The ideal candidate is highly organized, trustworthy, and proactive, capable of independently managing complex administrative tasks with professionalism and discretion.

This position will be mostly on-campus, but with some remote days possible to provide flexibility and support collaboration. Per Rice policy 440, work arrangements may be subject to change.

Requirements

• Bachelor's Degree
• In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted
• 3 years of experience providing advanced support to someone in an executive-level role
• Skills
• Excellent verbal and written communication skills, including editing and proofreading
• Excellent planning and organizational skills
• Demonstrated ability to handle sensitive issues and maintain confidentiality
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
• Contextual understanding of executive's role within the university framework
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
• Ability to multi-task, adapt to changing priorities and meet deadlines
• Advanced computer skills and demonstrated experience with office software and email applications
  
  

Essential Functions

• Calendar and Scheduling Management: Manages and maintains the EVP's schedule with precision, ensuring alignment with the strategic priorities of OF&S. Coordinates high-stakes meetings, events, and engagements with both internal and external stakeholders, proactively addressing scheduling conflicts and prioritizing time-sensitive commitments. Serves as gatekeeper for the EVP.
• HR and Finance Support: Handles essential HR and finance activities, including processing transactions in relevant systems, preparing and submitting expense reports for OF&S leaders, managing all travel arrangements for the EVP, and assisting with the hiring processes across OF&S.
• Board of Trustees Support: Prepares, coordinates, and ensures timely delivery of materials for the Board of Trustees, working closely with other university departments to facilitate smooth communication and information flow to board members.
• Communication and Correspondence: Serves as the primary point of contact for the EVP's office, handling a high volume of correspondence with discretion and professionalism. Drafts, edits, and reviews communications, including sensitive correspondence and materials for meetings, presentations, and reports.
• Meeting Preparation and Briefings: Prepares briefing materials, agendas, and summaries for executive meetings, ensuring the EVP is equipped with relevant information. May attend meetings with the EVP, capturing key action items and monitoring follow-up.
• Liaison and Relationship Management: Acts as a liaison between the EVP and key stakeholders within Rice University, including senior leaders, board members, and external partners, fostering strong relationships and effective communication.
• Confidentiality and Discretion: Exercises the highest level of confidentiality and discretion, especially regarding sensitive information related to OF&S initiatives and strategic decisions. Maintains trust and credibility at all levels of interaction.
• Office Management and Organizational Support: Oversees the organization and operations of the EVP's office, ensuring that documentation, records, and materials are systematically maintained and accessible. Supports overall office administration, including supply management and vendor coordination.
  
  

Additional Functions

• Requires extensive contact within the University at all levels, in person, in meetings, in writing and by telephone
• Frequent contact with external stakeholders, vendors, and consultants
• Occasional evening or weekend hours may be required to support time-sensitive projects or events.
• Ensures smooth office operations and manages administrative execution.
• Proficiency with technology and software, Microsoft Office Suite, Outlook Calendar, Excel/Google Sheets
• Performs all other duties as assigned
  
  

Preferences

• 10 years of related experience at an institution of higher education or non-profit organization
• Experience coordinating programs, events or initiatives in an educational or non-profit organization
• Experience composing correspondence for a high-level executive
• Skills
• Ability to write professional correspondence
• Working knowledge of office etiquette standards
• High level of maturity and emotional intelligence with the capability of exercising good judgment
• Ability to handle sensitive and confidential information appropriately and tactfully
  
  

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please contact Rice University's Disability Resource Center at 713-348-5841 or adarice@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.