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Executive Assistant - Strategic Communications & Branding

Galveston, Texas, United States

New

Clerical & Administrative Support

UTMB Health

Requisition # 2502106

Minimum Qualifications:

Bachelor’s degree or equivalent and a minimum of five years of experience working in a demanding executive environment.

Job Summary:

Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area, as well as the overall mission of the university.

Job Duties:

+ Serves as the first point of contact and represents the executive in a positive and highly professional manner.

+ Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment.

+ Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive and/or confidential information.

+ Manages the executive’s calendar and schedule, while preserving time in the calendar for strategic planning, as needed.

+ Prepares the executive for each day by presenting a calendar, gathering and organizingappropriate supporting materials and files for meetings and activities, and reviewing the information with the executive.

+ Plans, prepares and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual support, etc.

+ Researches, assembles and develops various presentations, projects and reports for the executive.

+ Participates in budget planning and development activities.

+ Manages the vice president’s travel schedule, arrangements and reimbursement.

+ Procures equipment and supplies needed by the executive and staff

+ Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy.

+ Triages phone calls, mail, email and other communiques with executives, direct reports and staff members at the direction of the vice president

+ Manages routine administrative tasks for the vice president’s office, as assigned. Examples may include: timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc.

+ Interprets and executes rules, regulations and policies, as applicable, and adheres tointernal controls established by department.

+ Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals.

Salary Range:

Actual salary commensurate with experience.

Work Schedule:

On-site, Monday through Friday, 8 am to 5 pm, and as needed on occasion.

Equal Employment Opportunity

UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities.

Compensation