Executive Assistant to the Secretary of the Corporation and the Chief of Staff

We need to output HTML fragment with sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections that have real specific content. We must not repeat job title. Must not include boilerplate like EEO, application instructions, etc. Must preserve all substantive info. We need to parse the job description. Key sections: - About the role: description of position: "The Office of the President seeks an accomplished Executive Assistant to provide high-level administrative and operational support to the Secretary to the Corporation and the Associate Vice President and Chief of Staff to the President. This position serves as a trusted partner to both leaders, managing complex schedules and priorities, coordinating meetings and travel, preparing correspondence and materials, and helping ensure commitments and follow-up actions are carried through. The Executive Assistant also supports select Board of Trustees activities, provides backup coverage for the Executive Assistant to the President, and contributes to the smooth operation of the Office of the President." We can put that as

About the role

then

...

. - Ideal Candidate Statement: could go under Qualifications or Requirements? It's about ideal candidate traits. Could be part of Qualifications or Requirements. We'll treat as Qualifications maybe. - Workplace Schedule Requirements: mentions occasional work outside standard business hours, around Board meetings, commencement, presidential events, travel. Also office operates steady pace with periods of higher activity. That's schedule info. So we can have a Schedule section. - Workplace Location: On-campus position, possibility of occasional remote workdays based on office needs, workload, scheduled activities. Per Rice policy 440, work arrangements may be subject to change. That's location info; could be part of About the role or maybe a separate section? Not listed as a required heading; we have Benefits, Pay, Schedule, etc. Location not a heading; we could incorporate into About the role or maybe a separate "Workplace" but not required. We'll keep within About the role. - Workplace Requirements (movement, etc.) This is physical requirements; could be part of Requirements or Qualifications. Probably under Requirements. - Hiring Range: Up to $90,000 annually, commensurate with experience and qualifications. Exempt (salaried) positions under FLSA are not eligible for overtime. That's Pay info. Must include Pay section only if posting actually states them. It does state hiring range. So we include Pay. - Minimum Requirements: list bullet points: Bachelor's degree, substitution, 2+ years experience, discretion, Google Workspace fluency, proficiency with project/task-management platform (Asana), excellent writing/editing/proofreading, ability to manage competing priorities, strong interpersonal skills, meticulous attention to detail. - Preferences: list bullet points: 5+ years experience, experience supporting governing board, working knowledge of Diligent Boards, experience in higher education etc., experience with enterprise financial and expense-management systems. - Essential Functions: broken into Executive Support, Board and Governance Support, Presidential and Office Support. Those are responsibilities/duties. So we can put under Responsibilities. - Benefits: link to Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits . Also mention Rice Mission and Values link. So we have benefits info. So include Benefits section. We must not include boilerplate like EEO, equal opportunity, scam warning, application instructions, etc. Also must not include duplicated lines. We must not create sections with filler like "commensurate with experience" etc. For Pay we have actual range: Up to $90,000 annually. That's specific. So we can include Pay. Schedule: we have occasional work outside standard business hours, around Board meetings, commencement, presidential events, travel. Also office operates steady pace with periods of higher activity. That's specific enough. Now produce HTML fragment. Structure:

About the role

...

Responsibilities

• ... items from Essential Functions ... maybe combine into bullet points.

Requirements

• ... Minimum Requirements ... maybe combine.

Qualifications

Ideal Candidate Statement ... maybe as paragraph.

Skills

Maybe we can combine some skills from Requirements/Preferences? But we already have Requirements covering skills. Could also have Skills section for specific technical skills: Google Workspace, Asana, Diligent Boards, enterprise financial/expense-management systems, etc. But we might avoid duplication. The instruction: Prefer a few substantive sections over many thin ones. So we could merge Skills into Requirements or Qualifications. But we have separate headings allowed; we need to decide. We have sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to include only those with real content. We can assign content accordingly. Let's map: About the role: description of position. Responsibilities: Essential Functions (Executive Support, Board and Governance Support, Presidential and Office Support) - we can break into bullet points. Requirements: Minimum Requirements (Bachelor's degree, 2+ years experience, discretion, Google Workspace fluency, Asana proficiency, writing/editing, managing priorities, interpersonal skills, attention to detail). Also maybe Workplace Requirements (movement, sensory) could be included here. Qualifications: Ideal Candidate Statement (traits: experienced, organized, resourceful, sound judgment, discretion, anticipate needs, communicate confidently, ownership, collaborative, adaptable, build trusted relationships). Also Preferences (5+ years experience, board experience, Diligent Boards, higher ed experience, enterprise financial/expense-management). Could be part of Qualifications. Skills: maybe we could list specific technical skills: Google Workspace (calendar delegation, shared-drive, document collaboration, spreadsheet functions), Asana, Diligent Boards, enterprise financial and expense-management systems. But those are already in Requirements/Qualifications. To avoid thin sections, maybe we skip Skills and incorporate into Requirements/Qualifications. But the instruction says we can include a section only when posting has real specific content for it. If we don't have distinct content beyond what's already covered, we could omit Skills. However we have the heading list as suggestions; we are not required to use all. So we can omit Skills if not needed. Benefits: link to benefits page and mission/values. Pay: hiring range up to $90,000 annually, exempt, not eligible for overtime. Schedule: occasional work outside standard business hours, around Board meetings, commencement, presidential events, travel; office operates steady pace with periods of higher activity. We also have Workplace Location: on-campus, occasional remote workdays. Could be part of About the role or maybe a separate section but not in list. We'll incorporate into About the role. Now we need to ensure we preserve all substantive information. Let's extract details. About the role paragraph: combine the first paragraph and maybe location. "The Office of the President seeks an accomplished Executive Assistant to provide high-level administrative and operational support to the Secretary to the Corporation and the Associate Vice President and Chief of Staff to the President. This position serves as a trusted partner to both leaders, managing complex schedules and priorities, coordinating meetings and travel, preparing correspondence and materials, and helping ensure commitments and follow-up actions are carried through. The Executive Assistant also supports select Board of Trustees activities, provides backup coverage for the Executive Assistant to the President, and contributes to the smooth operation of the Office of the President. This is an on-campus position, with the possibility of occasional remote workdays based on office needs, workload, and scheduled activities. Per Rice policy 440, work arrangements may be subject to change." Now Responsibilities: list bullet points from Essential Functions. Executive Support: - Manage complex, high-volume calendars for the Secretary to the Corporation and Chief of Staff, proactively resolving scheduling conflicts and coordinating with senior university leaders, trustees, external partners, and their staff. - Coordinate closely with the Executive Assistant to the President and executive assistants across the university to facilitate meetings, events, and institutional priorities. - Prepare executives for meetings by coordinating agendas, briefing materials, pre-reads, presentations, and other supporting information. - Coordinate meeting logistics, including rooms, technology, catering, and virtual participation; attend meetings as needed to capture action items, coordinate follow-up, and track commitments through completion. - Draft, edit, proofread, and coordinate correspondence, memoranda, presentations, and routine communications. - Assist with inbox management by identifying urgent matters, routing requests appropriately, and tracking items requiring response or follow-up. - Coordinate domestic and occasional international travel, including transportation, accommodations, itineraries, and supporting materials. - Prepare expense reports, reconcile procurement-card activity and departmental charges, and coordinate with office business-administration staff as needed. - Maintain appropriate contact lists, distribution lists, files, and other administrative records. Board and Governance Support: - Support the Secretary to the Corporation in coordinating the annual Board and committee meeting cycle and communicating with trustees, committee chairs, and their assistants. - Maintain Board materials and information in Diligent, including posting and organizing materials and managing appropriate access and permissions. - Maintain organized and accessible governance files, corporate records, committee membership and meeting information, and reference materials, including coordination with university archives as appropriate. - Prepare and format Board-related documents, resolutions, presentations, correspondence, and other materials for the Secretary's review. - Support Board and committee meetings through materials preparation, scheduling, room and catering arrangements, and day-of logistics in coordination with staff responsible for Board operations and meeting planning. Presidential and Office Support: - Provide backup coverage for the Executive Assistant to the President during planned absences and periods of high volume, including management of presidential scheduling and meeting preparation. - Ensure the President has appropriate materials and background information for scheduled meetings and provide day-of scheduling support when providing coverage. - Assist with presidential correspondence during coverage periods, including mail, letters for signature, correspondence tracking, and triage of the President's general email account. - Provide additional administrative and operational support to the Office of the President as priorities require. We could combine into a single list; but maybe better to keep subheadings? Not allowed; only h3 for section headings. Inside we can have

• . We could keep all bullet points. Requirements: Minimum Requirements bullet points. - Bachelor's degree (or equivalent experience substitution). - Two or more (2+) years of progressively responsible administrative or executive support experience, including direct support of senior leaders. - Demonstrated discretion and sound judgment in handling confidential, sensitive, and privileged information. - Fluency in Google Workspace, including calendar delegation and management across multiple accounts, shared-drive architecture and permissions, document collaboration, and spreadsheet functions beyond basic data entry. - Demonstrated proficiency with a project- or task-management platform and the capacity to work in Asana confidently and independently within the first several weeks. - Excellent writing, editing, and proofreading skills, with the ability to draft correspondence on behalf of others. - Proven ability to manage competing priorities from multiple principals, navigate changing demands, determine what requires immediate attention, and communicate effectively as priorities shift. - Strong interpersonal skills and the poise to interact effectively with trustees, senior university officers, external partners, and their staff. - Meticulous attention to detail and consistent follow-through without prompting. Also Workplace Requirements (movement etc.) could be added: - Movement: Walk, Occasionally (<33%); Climb Stairs, Ladders, Inclines, Objects/Equipment, Step Ladders, Rarely/As Required. - Mobility: Sitting, Standing, As Required; Repetitive Hand/Wrist/Finger Movement, Frequently. - Weight: 0-20 lbs. - Sensory: Vision, Depth Perception, Hearing, Touch, Dexterity, Speech. - Environment: Office/Indoor. - Computer/Visual: Close visual acuity required for viewing computer monitors, reading documents, analyzing information, and performing computer-based work. We could include these as bullet points under Requirements as well. Qualifications: Ideal Candidate Statement paragraph. - The ideal candidate is an experienced executive support professional who is highly organized, resourceful, and comfortable supporting senior leaders and managing competing priorities. They exercise sound judgment