Executive Assistant

Job Duties & Essential Position Functions

• Performs administrative duties including processing invoice payment requests, reimbursements, work orders and room use; taking and screening phone calls and messages; and ordering office supplies.
• Prepares general correspondence including memos, letters and e-mails.
• Updates directory information for multiple publications and digital files, including, but not limited to official faculty lists and intranet updates for the University.
• Maintains multiple calendars, primarily the President’s calendar; schedules and organizes meetings, and coordinates arrangements for special departmental activities or events.
• Participates in executive-level planning and implementation processes as assigned, which may encompass budgeting, policy review, project management, space planning, and staffing.
• Proactively identifies opportunities to improve administrative procedures, recommends solutions, and exercises evaluative judgment in implementing changes that enhance operational efficiency at the executive level.
• Provides comprehensive administrative and strategic support for board-level operations, executive meetings, and high-level planning initiatives.
• Manages the full board meeting lifecycle, including conducting preparatory research, developing detailed agendas, recording and distributing accurate minutes to appropriate stakeholders, and delivering concise, thorough recaps to the relevant Vice President or Provost.
• Exercises sound judgment in prioritizing information and ensuring all follow-up items are communicated in a timely manner.
• Accompanies Vice Presidents/Provost to assigned meetings to assist and support. Plans and leads meetings in the absence of a Vice Presidents.
• Conducts required research prior to meetings, prepares agendas, takes detailed minutes, sends out minutes to appropriate team members, and provides the appropriate Vice President/Provost detailed recap of the meeting as needed.
• Covers assigned projects to include scheduling meetings as needed, organizing project details, and collecting and deciphering appropriate data. Monitors progress towards completion of assigned tasks. Ensures required reports are submitted in a timely manner.
• Plans and coordinates special events as approved by the Executive Office. This involves serving as a liaison to all parties involved. Ensures all details of the event are covered to provide a successful outcome.

Required Knowledge, Abilities & Principles

• Bachelor’s degree or equivalent experience preferred.
• 3 to 5 years’ experience providing administrative support, preferably with 2 years in higher education.
• Advanced knowledge of MS Office Suite.
• Demonstrates a willingness and ability to learn new software and technology tools as organizational needs evolve.
• Strong organizational and problem resolution skills with ability to set priorities, independently develop a work schedule and work in a team atmosphere.
• Able to handle administrative issues, to analyze and solve work-related problems, and to assign and supervise the work of others.
• Excellent customer service skills and ability to interact professionally within all levels of the organization.
• Highly effective communications skills, both verbal and written.
• Able to maintain confidentiality and work with a high level of integrity.
• Able to articulate and model the Concordia University Texas’ mission, vision, and values.
• Commitment to encouraging and supporting diversity, inclusion, and equity as a key component of becoming the premier university where the adventure of faith, learning, and life-changing experiences leads to meaningful work.

Physical Requirements & Working Conditions

• Repetitive use of a keyboard at a workstation.
• Must be able to occasionally lift boxes up to 30 lbs.
• May have extended hours during peak times.

Commitment to the Concordia University Texas Mission

• Concordia University Texas (CTX) is an Equal Employment Opportunity employer.
• CTX seeks candidates who demonstrate both professional excellence and strong personal faith in Christ, while strengthening our campus culture of diversity, equity, and inclusion.
• To the extent allowed by law, we reserve the right to give preference in employment based upon religion.
• As an institution rooted in the Lutheran tradition and aligned with the Lutheran Church-Missouri Synod, CTX does not discriminate on the basis of gender, race, color, age, national origin, disability, genetic information, military or veteran status, or any other basis protected by law.