executive administrative assistant - Houston, TX , USA, United States - University of Houston

Description

Coordinates, directs and manages the office of a top university executive limited to a Vice Chancellor/Vice President, Asst Vice Chancellor/Vice President, Vice President, Assoc Vice President or Dean.

• Coordinates and manages the daily schedule of the university executive with internal and external parties, which includes staff, university administrators, alumni, students, Board of Regents, government officials and community leaders.
• Maintains appointment/meeting schedule and calendar.
• Makes travel arrangements, screens all in-coming telephone calls, and sorts and prioritizes mail.
• Drafts routine responses to correspondence as needed.
• Functionally supervises projects in the office of the executive.
• Collects and prepares information for use in discussions and meetings with executive staff members and outside individuals.
• May supervise secretarial and clerical staff in the office.
• Performs other job-related duties as assigned.

EEO/AA

Bachelors and 5 years experience

Requires a thorough understanding of both theoretical and practical aspects of an analytical, technical or professional discipline; or the basic knowledge of more than one professional discipline.

Knowledge of the discipline is normally obtained through a formal, directly job-related 4 year degree from a college or university or an equivalent in-depth specialized training program that is directly related to the type of work being performed.

Requires a minimum of five (5) years of directly job-related experience.

Additional Job Posting Information

The department of Campus Safety is seeking an Executive Administrative Assistant who will report to the Assistant Vice Chancellor/Assistant Vice President for Campus Safety.

The role will also provide support to and coordinate with senior leaders within the department.

Focus Areas and responsibilities to include:

• Prepares documentation to purchase goods for department use; Handles authorized purchases, and liaisons with Division Business Services accordingly; Assists with preparing documentation for contracts
• Coordinates travel arrangements by making the necessary registrations and travel reservations, prepares all travel-related documentation, including Travel Requests and Expense Reports via the Concur System
• Assists with scheduling and managing executive calendar, as well as scheduling and preparing logistics for department events and meetings for the executive level staff
• Prepares meeting materials (agendas, copies, minutes, etc.) as requested, and maintains department records such as rosters and organizational charts
• Serves as the representative for Campus Safety on the Administration and Finance (A&F) Communications Council by attending monthly meetings, compiling items for the monthly Newsletter, coordination with Campus Safety leadership and A&F Annual Report
• Manages and coordinates special projects in the office of the executive
• Completes other administrative tasks as requested

The ideal candidate will possess:

• Excellent communication skills, both written and oral
• Strong interpersonal skills
• The ability to prioritize and plan work activities to use time effectively
• Proficiency with Microsoft Outlook, Word and Excel and other administrative systems
• Ability to compile data, create tables and graphs for reports
• Knowledge and experience with University guidelines, processes and systems is preferred