Executive Assistant II

Job Title
Executive Assistant II

Agency
Texas A&M University

Department
Dean Of Business Administration

Proposed Minimum Salary
$5,833.34 monthly

Job Location
College Station, Texas

Job Type
Staff

Job Description

What We Want

We’re seeking a highly organized, resourceful professional who excels at supporting senior leaders and keeping complex operations running smoothly. In this role, you’ll provide high-level administrative, executive, and operational support to the Senior Associate Dean and the Associate Dean for Research and Scholarship while helping coordinate activities across the Mays Business School Dean’s Suite. The ideal candidate is known for discretion, sound judgment, and the ability to manage competing priorities in a fast-paced environment. You’ll collaborate with a variety of stakeholders, anticipate needs, and ensure time-sensitive tasks are handled with accuracy and professionalism. If you enjoy solving problems and take pride in helping leaders focus on strategic priorities, we encourage you to apply.

What You Need to Know

Salary: $70,000 -75,000/annually.

Cover Letter/Resume: A cover letter and resume will assist us in our review of your application materials.  These can be uploaded on the application under CV/Resume.

Qualifications

Required Education and Experience

- Bachelor’s degree or equivalent combination of education and experience.
- Four years of experience in office administration.

Preferred Qualifications

- Experience independently managing confidential information, exercising sound judgment, and coordinating administrative operations in a fast-paced, customer-focused environment.
- Experience providing executive-level administrative support to senior leaders in a higher education, academic, nonprofit, government, or similarly complex organizational environment.
- Experience managing complex calendars, coordinating meetings and events, arranging travel, preparing expense reports, and using enterprise administrative systems such as Emburse, AggieBuy, payment-card platforms, or comparable systems.

Knowledge, Skills, and Abilities

- Ability to multitask and work cooperatively with others.
- Knowledge of word processing, spreadsheet, database, and presentation applications.
- Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.
- Interpersonal and communication skills.
- Planning and organization skills.
- Proficiency with TAMU systems, including payment card management, travel system.
- Ability to balance competing priorities across senior leaders.

Essential Duties/Tasks

Leadership Support

- Serves as the principal administrative and executive assistant to the Senior Associate Dean and the Associate Dean for Research and Scholarship.
- Manages calendar scheduling, meeting prioritization, and coordination with internal and external stakeholders.
- Prepares materials, tracks action items, and follows up on deadlines tied to strategic initiatives.
- Makes travel arrangements and processes expense reports.
- Prepares and tracks non-travel expense reports.
- Serves as a point of contact and facilitates effective communication between leadership, faculty members, researchers, PhD students, and other stakeholders.
- Interprets and communicates university policies and procedures, resolving complex administrative issues independently.
- Supports execution of special projects and initiatives.

Dean’s Office Coordination

- Plans and coordinates administrative activities and services. Participates in the planning and execution of administrative operations. Develops administrative objectives and strategies and makes recommendations for improvements.
- Calendar Management and Meeting Coordination: Efficiently manages calendar coordination, schedules appointments, coordinates meetings and events, and handles calendar conflicts for the Dean’s Office Shared calendars.
- Greets and assists visitors to the Dean’s Suite; monitors and manages access to suite areas by directing visitors appropriately, confirming staff availability, and ensuring a professional, welcoming, and orderly environment.
- Responsible for collecting information in support of the college newsletter, Mays Monthly.
- Runs errands and provides copying and scanning support as needed.
- Supervises Dean’s Office student workers.

Event Coordination

- Coordinates logistics for high-level meetings, faculty engagements, events and travel.
- Supports programming, awards, events and faculty processes.
- Plans and coordinates meetings, seminars, and other events within the Office of the Dean.
- Includes catering orders, awards orders, logistical oversight, technology setup and support, and preparing itineraries.

Inventory Management

- Manages office supplies, swag and drink inventories for the Office of the Dean, including ordering as needed.
- Procures office supplies through AggieBuy, maintains appropriate inventory levels, and ensures cost effective purchases.
- Coordinates office records retention and maintains office references and resources materials.

Scheduling

- Assists the Director of Learning Environments with managing the Mays events center requests and calendars.

Who We Are

Texas A&M University’s Mays Business School is a vibrant learning organization of more than 175 faculty members, 125 staff members, and 6,400 undergraduate and graduate students in accounting, finance, management, management information systems, marketing, and supply chain management. Mays Business School’s vision is building a better future through business. To fulfill this vision, our mission is developing leaders of character who make a positive difference in the communities where they live, work, and serve.

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.

- Medical, (https://www.tamus.edu/benefits/medical/) prescription drug, (https://www.tamus.edu/benefits/prescriptions-express-scripts/) dental, (https://www.tamus.edu/benefits/dental/) vision, (https://www.tamus.edu/benefits/vision-insurance/) life and AD&D, (https://www.tamus.edu/benefits/life-add/) flexible spending accounts (https://www.tamus.edu/benefits/flexible-spending-accounts/) , and long-term disability insurance (https://www.tamus.edu/benefits/long-term-disability/) with Texas A&M contributing to employee health and basic life premiums

- 12-15 days (https://service.tamu.edu/TDClient/45/Portal/KB/Article/1793/University-Holiday-Calendar) of annual paid holidays

- Up to eight hours of paid sick leave (https://service.tamu.edu/TDClient/45/Portal/KB/Article/1794/Sick-Leave)  and at least  eight hours of paid vacation (https://service.tamu.edu/TDClient/45/Portal/KB/Article/1757/Vacation)  each month

- Automatic enrollment in the  Teacher Retirement System of Texas (https://www.trs.texas.gov/Pages/Homepage.aspx)

- Health and Wellness: Free exercise programs and release time (https://flourish.tamu.edu/wellness-release-time/)

- Professional Development: All employees have access to free  LinkedIn Learning (https://linkedinlearning.tamu.edu/)  training, webinars, and limited financial support to attend conferences, workshops, and more

- Educational release time and tuition assistance (https://livingwell.tamu.edu/employee-tuition-assistance)  for completing a degree while a Texas A&M employee

- Living Well, (https://livingwell.tamu.edu/) a program at Texas A&M that has been built by employees, for employees

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experience.  Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.