Executive Assistant III

Job Title

Executive Assistant III

Agency

Texas A&M University

Department

Dean Of Veterinary Medicine

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents

& lived experience. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

The Texas A&M School of Veterinary Medicine & Biomedical Sciences (VMBS) is an institution that represents 100 years of growth from a small school of veterinary medicine in 1916 to its present role as a major veterinary educational, medical, and research center. Today, we are one of the largest schools of veterinary medicine in the United States, training nearly 600 Doctor of Veterinary Medicine students each year. We support collaboration and teamwork that turns today's discoveries into proactive solutions for animals, humans, and the environment. Together, we strive to support the goals of the faculty, staff and students in teaching, research and outreach programs.  To learn more, please visit our website https://vetmed.tamu.edu/  

What we want

Provides direct administrative support to the Dean and Chief of Staff. Serves as a personal assistant and liaison to the Dean.

 

What you need to know

Compensation will be commensurate to selected hire’s experience.
Required Education and Experience:

• Bachelor's degree or any equivalent combination of education and experience.

• Six years of experience in office administration.

Required Knowledge, Skills and Abilities:

• Working knowledge of spreadsheet, presentation, and word processing software programs. Interpersonal and communication skills and ability to plan and organize effectively.

• Ability to multi-task and work cooperatively with others.

Preferred Qualifications:

• More than six years with a minimum of two years of supervisory experience. Administrative experience in a university setting.

• Certified Administrative Professional (CAP)

Responsibilities:

• Administrative Support: Provides high-level, complex administrative support to the Dean's Office. Serves as a personal assistant and liaison to the Dean and Chief of Staff. Maintains the Dean's complex and busy calendar, including screening appointments and phone calls. Structures the long-term planning of the Dean's activities, balancing internal and external needs. Coordinates and monitors action items and assignments made by the Dean. Meets regularly to review urgent matters and ongoing projects, to discuss pending initiatives and projects, and to brief Dean on specific topics in preparation for meetings, presentations, etc. Plans and coordinates logistical and administrative support for meetings, events, specialized activities, projects, and long-term initiatives. Researches, compiles, and applies information, making evaluative judgments on appropriate data to use. Coordinates workflow and promotes communication between functional areas and outside units. Provides guidance on preferred presentation of office communications and other materials. Coordinates administrative activities and services relating to office procedures. Assists in resolving complex, highly sensitive, and confidential administrative matters as well as responding to non-routine information requests. Assists in providing solutions to recurring or unusual administrative problems.

• Office Support: Processes and prioritizes incoming mail; refers items for action or information to administrators/staff. Evaluates documents submitted to the Dean for signature, ensuring completeness and accuracy, and returns documents for correction or additional information, if needed. Ensures that strict confidentiality is maintained on all matters.

• Travel Arrangements: Makes travel arrangements for the Dean to include flights, hotels, and rental vehicles. Provides the Dean with a travel folder for each trip with all required materials, i.e. maps, itinerary, meeting materials, etc.

• Correspondence Review: Composes, edits, and proofreads various documents and correspondence.

• Staff Coordination: Trains, assigns tasks, provides accountability/supervision, and evaluates job progress of front desk staff, who coordinates daily office operations and directly supervises student workers. Coordinates tasks and projects for the Chief of Staff; assists in the general supervision of the Dean's Office staff in overarching projects and tasks, determines what materials, resources, space, and time are required for completion. Monitors staff activity and suggests or implements adjustments to the workplace, staff responsibilities, etc. to ensure timely and accurate office operations. Maintains the Chief of Staff's calendar as needed. Attends training to learn and stay current on policies, regulations, and rules regarding procedures at Texas A&M University. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

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.