Executive Assistant II

Updated: about 1 month ago
Location: Bryan, TEXAS
Job Type: FullTime

Job Title

Executive Assistant II

Agency

Texas A&M University Health Science Center

Department

Office of the Dean

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

What we believe

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents and identities are vital to accomplishing our mission and living our core values .”

Who we are

As one of the fastest-growing academic health centers in the nation, the Texas A&M University Health Science Center encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.

What we want

The Health Science Center (HSC) is looking for an Executive Assistant II to serve as a member of the Dean’s Office team. We desire an individual who subscribes to and supports our commitment as stated above. The successful applicant will bring an expert level of executive support experience to the position and understand the demands of supporting executives in a fast-paced environment. This person must be professional, enjoy working in a high-volume environment and be able to apply strong organizational skills while being flexible in their daily routine. If this is you, we invite you to apply to become a member of our team.

Job Summary: The Executive Assistant II, under general supervision, performs advanced professional assistance work with the College of Medicine Executive Associate Dean and Chief of Staff. Maintains high-level interactions with the college and campus community and assists with highly confidential and critical administrative matters. Excursuses discretion and independent judgement with respect to maters of significance.

Required Education and Experience:

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

  • Four years of related experience.

Required Special Knowledge, Skills, and Abilities:

  • Strong technical skills, including video conferencing, word processing, spreadsheet, database, and presentation applications.

  • Ability to multi-task and work cooperatively with others

  • Experience working with diverse individuals and community.

Preferred Education and Experience:

  • Master's degree in applicable field.

  • Experience in higher-level education administration support, especially Texas A&M University System.

  • Experience working with diverse individuals and communities.

  • Higher education and executive office support

Preferred Special Knowledge, Skills, and Abilities:

  • Microsoft 365, Outlook Calendar , Teams, Zoom, Concur and Workday.


Job Responsibilities: 

  • Administrative support to the Executive Associate Dean of College of Medicine: 

  • Provides high-level administrative support to the Executive Associate Dean (EAD) for the College of Medicine

  • Manages calendar(s), plans/coordinates schedules

  • Coordinates travel arrangements and agendas

  • Obtains required approvals,

  • Completes reports, takes minutes for all meetings led by the Executive Associate Dean as requested, and drafts correspondence on behalf of the EAD.

  • Administrative support to the Chief of Staff:

  • Provides high-level administrative support to the Chief of Staff

  • Manages calendar(s), plans/coordinates schedules,

  • Coordinates travel arrangements,

  • Obtains required approvals,

  • Completes reports, takes meetings minutes as requested, and drafts correspondence on behalf of the Chief of Staff.

  • Support for the Office of the Dean: 

  • Coordinates and monitors action items and assignments.

  • Develops, reviews, and communicates administrative policies, procedures, standards, and methods.

  • Gathers and reviews data to help create and determine timelines of tracking surveys for medical and graduate students, facilitators, and instructors for survey assessment duties.

  • Provides overall administrative and event support for the office of the Dean for the College of Medicine (i.e. draft correspondences & communications, answers phones and in-person inquiries, coordinates special events to include communications, and purchasing/ordering of food

  • Maintains organizational charts

  • Places merchandise orders and maintains inventory

  • Orders office supplies as needed

  • May assist in the development of office budgets and submits travel invoices.

  • Serves as the alternate contact for the executive assistant to the Dean of the College of Medicine.

  • COM Faculty Meetings, Clinical Care Practice Plan and Standing Meetings:

  • Coordinates with Faculty Senate Caucus & Faculty Advisory Committee to manage and organize logistics to include agenda creation, room reservations, zoom meeting calendar invites, food and beverage ordering and set-up, and managing topic proposals.

  • Coordinates all College staff meetings and manages the Clinical Care Practice Plan agendas and all meeting logistics including calendar invites, zoom meeting creation, and meeting minutes.

  • Provides technical guidance and administrative advice to committees.

  • Advises committees of policies, procedures, standards, and methods for COM.

  • Other Duties: 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 committed to diversity.



Job Title

Executive Assistant II

Agency

Texas A&M University Health Science Center

Department

Office of the Dean

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

What we believe

Texas A&M University is committed to enriching the learning and working environment for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents and identities are vital to accomplishing our mission and living our core values .”

Who we are

As one of the fastest-growing academic health centers in the nation, the Texas A&M University Health Science Center encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.

What we want

The Health Science Center (HSC) is looking for an Executive Assistant II to serve as a member of the Dean’s Office team. We desire an individual who subscribes to and supports our commitment as stated above. The successful applicant will bring an expert level of executive support experience to the position and understand the demands of supporting executives in a fast-paced environment. This person must be professional, enjoy working in a high-volume environment and be able to apply strong organizational skills while being flexible in their daily routine. If this is you, we invite you to apply to become a member of our team.

Job Summary: The Executive Assistant II, under general supervision, performs advanced professional assistance work with the College of Medicine Executive Associate Dean and Chief of Staff. Maintains high-level interactions with the college and campus community and assists with highly confidential and critical administrative matters. Excursuses discretion and independent judgement with respect to maters of significance.

Required Education and Experience:

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

  • Four years of related experience.

Required Special Knowledge, Skills, and Abilities:

  • Strong technical skills, including video conferencing, word processing, spreadsheet, database, and presentation applications.

  • Ability to multi-task and work cooperatively with others

  • Experience working with diverse individuals and community.

Preferred Education and Experience:

  • Master's degree in applicable field.

  • Experience in higher-level education administration support, especially Texas A&M University System.

  • Experience working with diverse individuals and communities.

  • Higher education and executive office support

Preferred Special Knowledge, Skills, and Abilities:

  • Microsoft 365, Outlook Calendar , Teams, Zoom, Concur and Workday.


Job Responsibilities: 

  • Administrative support to the Executive Associate Dean of College of Medicine: 

  • Provides high-level administrative support to the Executive Associate Dean (EAD) for the College of Medicine

  • Manages calendar(s), plans/coordinates schedules

  • Coordinates travel arrangements and agendas

  • Obtains required approvals,

  • Completes reports, takes minutes for all meetings led by the Executive Associate Dean as requested, and drafts correspondence on behalf of the EAD.

  • Administrative support to the Chief of Staff:

  • Provides high-level administrative support to the Chief of Staff

  • Manages calendar(s), plans/coordinates schedules,

  • Coordinates travel arrangements,

  • Obtains required approvals,

  • Completes reports, takes meetings minutes as requested, and drafts correspondence on behalf of the Chief of Staff.

  • Support for the Office of the Dean: 

  • Coordinates and monitors action items and assignments.

  • Develops, reviews, and communicates administrative policies, procedures, standards, and methods.

  • Gathers and reviews data to help create and determine timelines of tracking surveys for medical and graduate students, facilitators, and instructors for survey assessment duties.

  • Provides overall administrative and event support for the office of the Dean for the College of Medicine (i.e. draft correspondences & communications, answers phones and in-person inquiries, coordinates special events to include communications, and purchasing/ordering of food

  • Maintains organizational charts

  • Places merchandise orders and maintains inventory

  • Orders office supplies as needed

  • May assist in the development of office budgets and submits travel invoices.

  • Serves as the alternate contact for the executive assistant to the Dean of the College of Medicine.

  • COM Faculty Meetings, Clinical Care Practice Plan and Standing Meetings:

  • Coordinates with Faculty Senate Caucus & Faculty Advisory Committee to manage and organize logistics to include agenda creation, room reservations, zoom meeting calendar invites, food and beverage ordering and set-up, and managing topic proposals.

  • Coordinates all College staff meetings and manages the Clinical Care Practice Plan agendas and all meeting logistics including calendar invites, zoom meeting creation, and meeting minutes.

  • Provides technical guidance and administrative advice to committees.

  • Advises committees of policies, procedures, standards, and methods for COM.

  • Other Duties: 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 committed to diversity.


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