29 days old

Executive Assistant

Rice University
Houston, TX 77002
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Benefits at a Glance

Special Instructions to Applicants : Please attach a cover letter and a resume in the Supporting Documents section of the application. Please make sure to include employment dates on the resume in Month/ Year format.

Annual Salary: $70,000 to $80,000 (not eligible for overtime)

Position Summary

The Executive Assistant provides advanced administrative support to the Director of the institute and the institute's Board of Advisors and works closely with the institute's management team and policy assistant. Key functions include managing and maintaining the director's calendar, scheduling meetings, greeting guests, screening correspondence and phone calls, maintaining director's office filing and supplies, handling travel, processing expense reimbursements, managing projects as requested. Occasional after hour and weekend work may be required

The ideal candidate will have demonstrated competency in administrative management for executives in government or at an institution of higher education and a record of professionalism, dependability, loyalty, trustworthiness, and discretion.

Founded in 1993, Rice University's Baker Institute for Public Policy has established itself as one of the premier nonpartisan public policy think tanks in the country. As an integral part of Rice University, the Baker Institute has a strong track record of achievement based on the work of its fellows, scholars, Rice faculty scholars and staff. The institute collaborates with experts from academia, government, the media, business, and nongovernmental and private organizations.

Essential Functions

  • Provides full support to the Baker Institute director by managing and prioritizing a wide range of projects, establishing objectives, and performing associated follow up.
  • Serves as the primary contact for the director's office for various internal and external constituencies, keeping the director informed of all matters requiring his attention and facilitating communication by drafting, reviewing and/or distributing communications, including sensitive information.
  • Works collaboratively and positively with the other members of the institute leadership and staff. In particular, the position works closely with events staff in the timely and effective planning and execution of events involving the director, including but not limited to receptions, dinners, board meetings, lectures, and conferences.
  • Schedules and provides support for the director's travel, including all expense processing and reimbursement.
  • Provides administrative support to the Baker Institute Board of Advisors, including handling all communications and correspondence to the Board members and their assistants, scheduling various Board related meetings, coordinate to keep the members updated, attending all Board meetings and keeping minutes and other meeting documentation.

Additional Functions / Information
  • Maintains contact lists and invitation lists for the director in Rice Owlconnect system
  • Supervises front desk coordinator and executive office interns
  • Performs all other duties as assigned

Required Qualifications
  • Bachelor's Degree
  • 5 years executive administrative experience
  • Excellent verbal and written communication skills, including editing and proofreading
  • Excellent planning and organizational skills
  • 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
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
  • Ability to multi-task, adapt to changing priorities and meet deadlines
  • Advanced computer skills and demonstrated experience with office software and email applications

Preferred Qualifications
  • Three or more years of relevant experience in government, an institution of higher education, or a policy research organization

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: 2022-06-01 Expires: 2022-06-30
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Executive Assistant

Rice University
Houston, TX 77002

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Executive Assistant
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