21 days old

Executive Assistant, Academic Affairs and Degree Programs

Rice University
Houston, TX 77002
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Special Instructions to Applicants : All interested applicants must attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format . Please note that the applicant tracking system does not convert attachments in Word format successfully.

Position Summary

Directly supporting the Deputy Dean of Academic Affairs, Senior Associate Dean of Degree Programs and the Associate Dean of Degree Programs, this position provides executive level administrative and operational support in a highly complex and fast paced environment. Critical to the daily demands of this position are the ability to prioritize competing requests, provide the highest levels of customer service, and achieve desired outcomes/objectives while nimbly responding to various needs and projects, some recurring and some ad hoc, in a consistent and reliable manner. This position is an integral member of the Dean's Office and serves in a foundational capacity in aiding to achieve the overall success and optimal services provided by the Dean's Office team.

Minimum Requirements

  • HS Diploma or equivalent
  • 5 years providing executive level support in a large and complex environment
  • No substitutions for education or experience allowed

Essential Functions
  • Coordinates the deans' activities, including management of complex scheduling/calendars, anticipating and responding to scheduling conflicts, travel arrangements and associated logistics
  • Independently commits the deans' time to those requesting access to him/her based on an in-depth understanding of each individual dean's priorities and needs and his/her role within the university framework
  • Independently prioritizes, plans, coordinates and/or oversees logistics for meetings with individuals and large groups internal and external to the university; reserves appropriate venues/makes venue preparations, including catering, AV, facilities coordination, and prepares meeting materials such as PPT slides, handouts, etc., as needed
  • Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the executive informed of all matters requiring his/her attention
  • Composes correspondence; develops, reviews and edits presentations and documentation; independently researches and analyzes associated issues and/or compiles materials needed for presentation and/or decision making purposes
  • Oversees and/or manages multiple projects; anticipates and tracks critical dates, events and organizational issues for the executive; follows up with appropriate parties to ensure deadlines are met
  • Performs all other duties as assigned

Required Qualifications
  • Excellent verbal and written communication skills, including editing and proofreading
  • Excellent planning and organizational skills including: f ile, retention and retrieval of documents and emails
  • Facile use of all aspect of Microsoft Office Suite most importantly
    • Word: Mail Merge, labels and formatting
    • Excel: Basic functions, formulae and producing charts from data
    • PowerPoint: Building slides with transitions, animations and graphs
  • Mastery of Outlook calendars and mail
  • Demonstrated ability to handle sensitive issues and maintain confidentiality
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
  • Contextual understanding of executive's role within the university framework
  • Demonstrated ability to perform duties with a high level of reliability, professionalism, flexibility, discretion, judgment, diplomacy and tact

Preferred Qualifications
  • Bachelor's degree highly preferred
  • 5 years' experience providing executive level support in a large and complex environment in higher education.
  • Demonstrated ability to support multiple supervisors or large teams.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability or protected veteran status.

Current Rice University COVID policies, which include vaccination, face mask, testing, gatherings, occupancy limits, and travel policies can be found here: https://coronavirus.rice.edu/policies

Jobs Rated Reports for Executive Assistant

Posted: 2023-01-10 Expires: 2023-02-08
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Executive Assistant, Academic Affairs and Degree Programs

Rice University
Houston, TX 77002

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Executive Assistant
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Median Salary: $59,340

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