Executive Assistant - Audit Services

Minimum Qualifications

• Bachelor’s degree or equivalent
• Minimum of five years of experience working in a demanding executive environment

Job Summary

Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area, as well as the overall mission of the university.

Job Duties

• Administrative Support:
  • Serves as the first point of contact and represents the executive in a positive and highly professional manner
  • Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment
  • Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive, and/or confidential information
  • Manages the executive’s calendar and schedule, while preserving time in the calendar for strategic planning, as needed
  • Presents a calendar, gathers and organizes appropriate supporting materials and files for meetings and activities, and reviews the information with the executive
  • Plans, prepares, and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual support, etc.
  • Researches, assembles, and develops various presentations, projects, and reports for the executive
  • Participates in budget planning and development activities
  • Manages the vice president’s travel schedule, arrangements, and reimbursement
  • Procures equipment and supplies needed by the executive and staff
  • Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy
• Triage phone calls, mail, email, and other communiques with executives, direct reports, and staff members at the direction of the vice president
• Manages routine administrative tasks for the vice president’s office, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc.
• Interprets and executes rules, regulations, and policies, as applicable, and adheres to internal controls established by the department
• Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals

Customer Relations

Models exemplary customer service both within and outside the organization. Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports, and the general employee population, exhibiting the highest level of responsiveness and customer service. Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors, and others, exhibiting the highest level of responsiveness and customer service.

Technical Skills

Creates, edits, and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint, and Excel. Demonstrates proficiency in PeopleSoft systems. Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization.

Marginal or Periodic Job Functions

Works additional hours to ensure that deadlines are met and that the executive has a weekly prospective view of the upcoming week's deadlines. May be required to accompany the vice president to meetings throughout the campus and coordinate visits to or tours of UTMB.

Salary Range

Actual salary commensurate with experience.

Work Schedule

This position is partially remote; however, the individual must be readily available to travel to attend meetings and other work-related in-person activities as needed. Monday through Friday, 8 am to 5 pm, and also as needed on occasion.

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.