What are the responsibilities and job description for the Executive Assistant to the President position at Texas A&M University - San Antonio?
Agency
Texas A&M University - San Antonio
Department
Office Of The President
Proposed Minimum Salary
Commensurate
Job Location
San Antonio, Texas
Job Type
Staff
Job Description
The Executive Assistant to the President provides professional administrative support for the President, handling sensitive matters with discretion and confidentiality. This full-time in-person position is responsible for maintaining the President’s calendar; coordination of meetings and following up on meeting action items; and making travel arrangements for the President. The person in this position exercises initiative and independent judgment in managing the President’s schedule and supporting the office’s daily activities.
The Executive Assistant also greets visitors, answers phone calls, and provides other office support, ensuring key operational and administrative functions are carried out successfully.
The work of the President’s Office is dynamic and requires a willingness to be flexible and adjust to the changing needs of the office and an understanding that other duties may be assigned.
Responsibilities:
- Provide general administrative support to the President.
- Facilitate the efficient use of the President’s time by managing and coordinating a complex calendar of appointments, social engagements, and University and community functions with individuals and groups.
- Understand the sensitivity associated with commitments to the President’s time, anticipating time commitments for future projects requiring the President’s review and work time.
- Arrange, coordinate, and schedule meetings, appointments, and special events.
- Ensure the President is briefed on his schedule and that he arrives on time to meetings.
- Prepare agendas, presentations, and other supporting materials for meetings.
- Work closely with colleagues across campus to ensure an effective and efficient system by which the President receives requests for participation, event information, and remarks or main talking points in advance of scheduled events.
- Work closely with other members of the office to organize successful meetings hosted by the President or other members of the office, including senior staff meetings, by making appropriate room, technology, and catering/dining arrangements.
- Coordinate meetings of the University Advisory Board.
- Coordinate, process, and manage travel arrangements, as requested.
- Process the travel card reconciliations and reimbursement requests for the President, following established University procedures and timelines.
- Maintain confidential files and records for the President.
- May draft, review for grammatical and punctuation correctness, and finalize documents such as memos, letters, papers, speeches, and reports as requested by the President.
- Gather information and draft communications, routine correspondence, emails, memorandums, meeting minutes, briefings, remarks, and presentations.
- Coordinate incoming and outgoing correspondence, determining the next steps and the appropriate response.
- Prepare correspondence for distribution or approval and signature, including that from other offices, checking the documents for completeness and accuracy with the highest attention to detail.
- Answer questions and/or refer callers to other individuals or departments based on knowledge of university policies and procedures.
- Field concerns and complaints from constituents with a calm, professional, helpful, and responsive demeanor. Work with appropriate campus departments to route or trouble-shoot/resolve issues.
- Assist the Senior Administrative Coordinator with staffing the front desk when necessary.
- Provide back-up administrative support to the Chief of Staff, as needed.
- Contribute to the overall success of the University by performing additional other duties and responsibilities as assigned and/or appropriate.
Required Education and Experience:
- Bachelor’s degree in applicable field or equivalent combination of education and experience
- Four years of related administrative experience
Preferred Education and Experience:
- Master’s degree in applicable field
- Five or more years of experience supporting senior-level executives
- Previous higher education experience
Knowledge, Skills & Abilities:
- High level of proficiency in business writing and calendar management.
- High level of proficiency in Microsoft Office suite.
- Advanced interpersonal and communication skills.
- Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
- Ability to anticipate needs.
- Ability to manage multiple competing priorities in a hectic, high-profile environment.
- Exceptional soft skills, including the ability to address sensitive issues and maintain confidentiality.
Applicant Instructions:
Please make sure to provide the following documents:
- Cover Letter
- Resume / CV
- Professional References
For detailed instructions on how to apply for any position on our website, please use the following link:
http://www.tamusa.edu/humanresources/job-opportunities/index.html
Summary of Employee Benefits:
www.tamusa.edu/human-resources/documents/Summary-of-Employees-Benefits1.pdf
Texas A&M University-San Antonio values community engagement and encourages applicants who are committed to advancing the well-being and prosperity of our communities.
Please ensure that all required documents are uploaded prior to submitting the application. Once the application is submitted, no changes or revisions can be made. If you have issues with adding documents to your application, please contact HR at 210-784-2058.
In compliance with ADA, if accommodations are needed for the application process, please contact HR at (210) 784-2058.
All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.
Equal Opportunity/Affirmative Action/Veterans/Disability Employer.
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