Senior Administrative Associate

Senior Administrative Associate

Requirements

• Bachelor’s degree.
• A combination of 3 years of experience assisting with events or performing complex administrative functions.
• Highly effective communication skills (written, verbal, interpersonal).
• Project management skills.
• Capable of working independently and under pressure, while also engaging in collaboration between teams.
• Excellence in problem-analyzing, problem-solving, and customer service.
• Demonstrated high attention to details and accountability.
• Ability to use discretion and maintain integrity and professionalism.
• High degree of proficiency in computer applications, including Microsoft Office.
• Demonstrated excellent organizational skills with attention to detail.
• Relevant education and experience may be substituted as appropriate.

Responsibilities

• Manage the CXO’s schedule and calendar.
• Monitor and make changes as necessary based on unique needs of each day.
• Maintain awareness of high-level stakeholders at the Office of the President and the Texas Development community.
• Communicate with the CXO’s meeting contacts in person, via email, and on the phone with professionalism.
• Update the CXO with any last-minute changes to the schedule.
• Write and send meeting invitations on a daily basis.
• Communicate with leadership staff to confirm meeting requests or request additional guidance.
• Assist with collecting documents and briefs to prepare the CXO for meetings, programs, and events.
• Facilitate logistics of CXO-attended events and registration, possibly including evenings and weekends.
• Support various UEE department events by researching and securing venues, hotels, vendors, etc.
• Use request system to process procurement and payment.
• Independently coordinate travel arrangements for the CXO.
• Develop itineraries, book flights, reserve meeting facilities and hotel lodging.
• Process travel authorizations, reimbursements, and other expenses.
• Clearly track submission and receipt of funds.
• Provide clerical and administrative support to the Executive Assistant of the CXO.
• Collaborate on high-profile, urgent, and special projects.
• Assist in maintaining organizational systems for tracking UEE events, projects, and deadlines.
• Assist with communicating with CXO’s internal and external contacts.
• Assist with drafting and disseminating correspondence.
• Moderate the department listservs and distribute announcements.
• Assist in record keeping and filing.
• Answer telephone and greet visitors; provide backup to Senior Administrative Associate.
• Assist with projects and data entry.
• Liaise with campus support services and partners.
• Oversee streamlined office procedures and ensure fluid day-to-day operations.
• Ensure shared meeting spaces are functional and tidy.
• May run errands as needed.
• May supervise student employees.
• May assist with large team projects.
• Provide back-up support for other areas of the office with appropriate training.
• Assist in managing department drive account and UT Box resources.
• Maintain and update the departmental website.
• Assist in maintaining departmental credentials in UT password manager.
• Other related duties as assigned.

Preferred Qualifications

• More than five years of administrative assistance experience.
• Working knowledge of UT Austin’s policies and procedures.