Executive Assistant

Job Posting Title

Executive Assistant

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Hiring Department

Academic Affairs

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Position Open To

All Applicants

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Weekly Scheduled Hours

40

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FLSA Status

Exempt from FLSA

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Earliest Start Date

Oct 12, 2026

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Position Duration

Expected to Continue

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Location

UT MAIN CAMPUS

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Job Details

General Notes

Extended Education Ventures (EEV) ( https://extendedcampus.utexas.edu/ ) expands the reach and rigor of The University of Texas at Austin by empowering innovative, high-quality continuing and professional education. Through strategic partnerships, operational excellence, and a commitment to lifelong learning we connect the University’s expertise with the evolving needs of individuals, organizations, and communities.

At EEV we strive to create a talented and supportive workplace. To ensure alignment, we follow these fundamental core values: Service, Collaboration, Belonging, Excellence, Future-focused, and Integrity.

Must be eligible to work in the US on a full-time basis for any employer without sponsorship.

Purpose

The Executive Assistant provides high-level support to the Associate Vice Provost and Executive Director of Extended Education Ventures (EEV) and plays a critical role in ensuring the efficient operations of the unit and it’s leadership team. This role supports the operational processes of the unit’s eight departments, providing responsive follow-through and troubleshooting. The Executive Assistant is also responsible for managing the planning and execution of executive-level and unit-wide events and is integral in coordinating opportunities to support and enhance the unit’s sense of belonging.

Responsibilities

• Serve as the welcoming face of the center by professionally greeting staff and visitors, while accurately tracking and coordinating daily visitor meeting schedules. Screen and prioritize incoming requests and inquiries, responding or redirecting as necessary.

• Draft and manage email communications and responses on behalf of Associate Vice Provost and Executive Director when appropriate. Provide complex calendar management for Associate Vice Provost and Executive Director and initiate the scheduling of meetings and events on their behalf as needed. Exercise independent judgment in prioritizing requests, resolving scheduling conflicts, managing sensitive information, and representing executive priorities to internal and external stakeholders.

• Serve as the primary point of contact between the leadership team and internal teams, external stakeholders, and university affiliates. Maintain professional and timely interaction with university leadership, campus partners, external clients, vendors, advisory groups, and official guests on behalf of the leadership team. Work collaboratively with administrative colleagues in Academic Affairs to support the needs of the Associate Vice Provost and Executive Director. Acts as liaison between the leadership team and staff members in the unit.

• Provide direct support to the Associate Vice Provost and Executive Director as well as members of the leadership team. Maintain accurate tracking of leadership team activities, meetings, events, and follow-ups. Coordinate activities that have a division-wide impact, including leadership meetings, strategic planning retreats, all-staff meetings, special initiatives, and committee meetings.

• Manage office operations and administrative functions with minimal supervision, including financial processes, vendor coordination, facilities-related matters, event logistics, and operational support. Function as the central coordination point for Executive Director, Chief of Staff, unit Leadership Team, and department operations, ensuring continuity of communication and execution of organizational priorities. Plan and execute all aspects of unit-wide events and initiatives, including morale activities, EEV-hosted campus events and celebrations, luncheons, and other programs that support employee engagement.

• Provide project support to Associate Vice Provost and Executive Director and Chief of Staff for high-priority initiatives. Conduct necessary research and compile information for leadership decision-making. Coordinate with internal teams and external units to support project management. Prepare, proofread, and edit correspondence, presentations, reports, and documents on behalf of unit leadership. Monitor progress on key initiatives. Coordinate cross-departmental communications and assist in executing special projects and strategic initiatives.

Required Qualifications

• Bachelor’s degree and at least 5 years of experience including two years at either the administrative Associate or Senior Administrative Associate or Senior Administrative Associate level. Experience supporting executive level leaders.

• Demonstrated experience managing complex calendars, coordinating meetings and travel, and balancing multiple competing priorities in a fast-paced environment.

• Excellent written and verbal communication skills with the ability to communicate effectively and diplomatically with individuals at all organizational levels and external partners.

• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently manage sensitive information with a high degree of accuracy and professionalism.

• Exellent written and verbal communication skills.

• High proficiency in Microsoft applications, including Outlook, Word, Excel, and PowerPoint.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• More than the listed years of experience.

• Familiarity with University of Texas administrative processes for purchases and other financial transactions.

• Previous experience supporting executive-level positions and event planning and management.

• Previous experience managing and updating SharePoint.

• Familiarity with project management software, including Asana.

Salary Range

$65,000 + depending on qualifications

Working Conditions

• Work to be performed in typical office environment

Required Materials

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor

• Letter of interest

Important   for applicants who are NOT current university employees or contingent workers:  You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:  As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for posi