Executive Assistant I

Job Title

Executive Assistant I

Agency

Texas A&M Engineering

Department

Chemical Engineering

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Executive Assistant I, under general supervision, will provide support to the Chemical Engineering department head and faculty affairs. The Position will provide support and coordination of a variety of activities requiring independent judgment with respect to matters of significance.

Responsibilities:

• Assistant to the Department Head: (1) Provides direct support to the department head. Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel. Prepares travel arrangements and itineraries; and approves and processes travel reimbursements. (2) Assists in compiling reports, maintains records and other documents, and coordinates special events. Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations. Responds to inquiries, resolving problems or inquiries Reviews administrative practices and programs and assists in formulating policies. (3) Makes arrangements for distinguished visitors. Serves as liaison and point of contact for the department head. Responsible for the understanding of records management and serves as the point of contact for the department’s records management.
• Assist Faculty Affairs: Manages the faculty affairs’ email by tracking incoming mail. Sends out daily/weekly reminders of incomplete task. Assist in collecting, drafting, and scheduling faculty annual evaluations. Acts as secondary backup to Chief of Staff and department admins when needed for faculty searches, P&T, awards and other duties as needed.
• Events: Plans and coordinates logistical and administrative support for events, meetings or other special functions and provides on-site support. Primary organizer and point of contact for advisory council.
• Development & Communications: Works closely with the assigned department development and communication team. Works directly with communication to maintain department website. Works with development for annual tickets.
• Other Duties: Responsible for running expense reports for purchasing /travel cards. Assist in reserving parking and conference rooms. Backup to parking and front desk. Ability to travel and work outside of normal working hours. Oversees departmental phones. Other duties as assigned.

Required Education:

• Bachelor’s degree in applicable field or equivalent combination of education and experience.

Required Experience:

• Three years of related experience.

Preferred Experience:

• Experience in office administration.
• Previous Experience working within Texas A&M or higher education.

Knowledge, Skills, and Abilities

• Strong knowledge of word processing, spreadsheet, database and presentation skills
• Strong knowledge of Microsoft teams, Qualtrics, and Interfolio
• Ability to learn new programs quickly
• Ability to manage multiple projects under timelines
• Strong organizational and time management skills
• Strong people skills, excellent verbal and written communication skills, and attention to detail are sought
• Ability to multi-task and work cooperatively with others
• Ability to work in a fast paced, multi-dimensional work environment with a high degree of professionalism, accuracy and consistency
• Ability to travel and work outside of normal working hours.

Other Requirements

• Must be able to travel and work some evenings and weekends.

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 committed to diversity.