Executive Administrative Assistant

About the Role

The University of St. Augustine for Health Sciences (USAHS) is seeking a highly-qualified, experienced executive administrative assistant to provide comprehensive support to senior institutional leadership. This campus-based position is located on the Austin campus in Austin, Texas and requires a presence on campus 5 days per week.

Responsibilities

• Calendar scheduling, including coordinating, updating, and managing calendars across time zones and geographies in collaboration with other administrative assistants and academic program assistants.
• Manage domestic and international travel itineraries, including coordinating travel and lodging arrangements, updating calendars, and confirming reservations.
• Serve as a communication bridge between the senior leader’s office and internal departments, demonstrating credibility, trust, and support.
• Manage expense reports in PeopleSoft and through manual methods, submitting for reimbursement.
• Provide primary support for meetings, including arranging logistics such as agendas, interactive software, video conferences, catering, room setup, document preparation, and offsite meeting coordination.
• Prepare documents including spreadsheets, PowerPoint presentations, organizational charts, correspondence, meeting minutes, and other materials as directed.
• Prepare, process, and maintain databases for special reports, including invoices, check requests, time-off forms, expense reports, memberships, and subscriptions.
• Establish and maintain an organized system for regular and confidential files and records.
• Coordinate and develop campus events and functions, anticipating institutional needs and suggesting process improvements.
• Monitor and order office supplies and manage office equipment requests, including maintenance for printers and copiers.
• Act as the first point of contact for potential students and guests in the reception area, handling inquiries both in person and by phone.
• Create and maintain a schedule to ensure proper coverage of the front desk receptionist area across campus locations, including identifying and overseeing supplemental workers.
• Perform other duties and responsibilities as assigned by management.

Requirements

• High school diploma required; college degree or equivalent experience preferred. Secondary education, business school, trade school, or an associate degree is highly preferred.
• Minimum of 5–7 years of administrative support experience, preferably at the executive level; experience in higher education is highly preferred.
• Advanced proficiency in MS Outlook, Word, Excel, PowerPoint, and SharePoint; knowledge of Visio is a plus.
• Strong organizational and multitasking skills, with the ability to handle competing priorities in a fast-changing environment.
• Excellent written and verbal communication skills, including active listening and assimilation of information.
• Detail-oriented, self-starter capable of working both independently and collaboratively in a team environment.
• Customer service-oriented with the ability to thrive in a dynamic setting.
• Ability to travel as required for university meetings.

Skills

• Collaborates: Builds partnerships and works collaboratively to meet shared objectives.
• Being Resilient: Rebounds from setbacks and adversity when facing difficult situations.
• Instills Trust: Gains confidence and trust through honesty, integrity, and authenticity.
• Drives Results: Consistently achieves results, even under tough circumstances.
• Innovation: Creates new and better ways for the organization to succeed.
• Customer Focus: Builds strong customer relationships and delivers customer-centric solutions.

Work Environment

Work is performed primarily in a standard office environment but may involve exposure to moderate noise levels. The role involves operating personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, such as walking, standing, communicating, and other necessary functions.