Executive Assistant I

Job Title

Executive Assistant I

Agency

Texas A&M University

Department

Utilities & Energy Services

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

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 experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who We Are

Utilities & Energy Services in the Division of Operations includes over 240 staff members with varied backgrounds and interests. Our goal is to be a world class leader in the production, delivery, and management of utilities and energy services, fostering a culture of excellence while effectively stewarding university resources and the environment. If you would like to learn more about UES, please visit: https://utilities.tamu.edu/

What We Want

The Executive Assistant I serves as administrative support to the Directors for Utilities & Energy Services.

What You Need To Know

Salary Range: $36,512.00 to $55,550.50

A cover letter and resume are strongly recommended.

Qualifications

Required Education and Experience

• Bachelor’s degree or equivalent combination of education and experience

• Three years of experience in office administration

 

 Required Licenses and Certifications

• Valid Texas Class C Drivers license

 

Required Knowledge, Skills, and Abilities

•  Ability to multi-task and work cooperatively with others.

• Ability to manage priorities. Knowledge of word processing, presentation software, and spreadsheet applications. 

• Excellent written communication, interpersonal and organizational skills.

• Planning, organizational and scheduling skills. 

• Experience completing special projects. 

• Ability to work independently and exercise discretion and judgement while performing job duties. 

• Customer service oriented.

Preferred Qualifications

• Advanced Microsoft Excel skills

Responsibilities

• Administrative Support- Serving as the administrative support to the Directors for UES and liaison for the Directors: Drafts essential correspondence, reviews, and routes official correspondence, presentations and communication materials. Manages the Directors day-to-day calendar and travel agendas, assuring that meetings are denoted, and scheduling conflicts are avoided. Coordinates and monitors action items and assignments made by the Directors or for the Directors. Creates and maintains UES files and records. Access and perform reviews of confidential personnel files and compensation records. Ensures the confidentiality and accuracy of reports, files, correspondence, etc. Handles special assignments of a complex, technical, and confidential nature. Coordinates and assists with management of team goals and priorities. Act as liaison in meetings for the Directors in their absence. Drafts essential correspondence, reviews, and routes official correspondence, presentations and communication materials. Assists in maintaining email correspondence for the Directors. To be proactive in assisting the directors.

• Coordination- Oversees the planning, coordinating, and provision of administrative support for a variety of specialized projects, events, meetings or other special functions: Provides logistical and administrative support for committees on which the Director serves. Coordinates and provides administrative support to UES team meetings and Director meetings with UES management areas. Coordinates and participates in meetings and relationship-building processes with other departments. Oversees space allocation, identifying needs, ordering equipment/furniture, and coordinating the setup of equipment/furniture for new or renovated office space. Organize and coordinate retirement receptions, award ceremonies, and individual and team awards nominations and submissions. Summarize and publish for distribution the highlights and action items from weekly leadership and supervisory team meetings. Review, determine impact to department and communicate University and Administrative Rules to appropriate personnel as required. Review and compile comments for Legislative Bills.

• Communication- Research, compile, maintain, develops and prepares PowerPoint presentations and communicate departmental goals/objectives, marketing and promotional material. Coordinates with the Directors, and other departmental leaders to ensure accuracy. This may also require extended communication with visitors and employees in person, by phone or e-mail. Write and edit Word documents to effectively support communications and correspondence, to include drafting, proofreading and finalizing routine correspondence for the Directors.

• Reporting- Assists in the setup and modification of summaries and reports using detailed Excel spreadsheets, ensuring completeness and accuracy. Provides recordkeeping and filing as required, in support of UES Directors. May create and maintain administrative databases as needed.

 

Other Requirements and Factors

• Ability to maintain the security and integrity of critical infrastructure, which may include communications systems, computer networks and systems, cybersecurity systems, electrical grid, hazardous waste treatment system or water treatment system

• This position is security sensitive.

• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU regulations and procedures. 

• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

• (If applicable) This position allows alternate work location per TAMU guidelines.

• Works to cover shifts, or take emergency call, on evenings, weekends, and holidays as required.

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. 

• Health, dental, vision, life and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums

• 12-15 days of annual paid holidays 

• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month

• Automatically enrollment in the Teacher Retirement System of Texas 

• Health and Wellness: Free exercise programs and release time

• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more 

• Employee Tuition Assistance and Educational Release time  for completing a degree while a Texas A&M employee

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

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.