Executive Assistant II

Job Title

Executive Assistant II

Agency

Texas A&M University

Department

Graduate And Professional School

Proposed Minimum Salary

$4,583.34 monthly

Job Location

College Station, Texas

Job Type

Staff

Job Description

What We Want

The Graduate and Professional School is seeking an Executive Assistant II to provide advanced administrative support to our Leadership Team. We are looking for a proactive and highly organized professional who excels at managing complex calendars, coordinating meetings, and handling executive communications. The ideal candidate will oversee budgets, purchasing, and travel arrangements, and will coordinate technology, facilities, and project logistics. Experience supervising student workers and supporting cross-functional projects is highly valued. Strong organizational skills, attention to detail, and professionalism are essential for success in this role. Proficiency with Microsoft Office and university systems is required. If you are adaptable, resourceful, and committed to service and student success, we invite you to apply for this opportunity.

What You Need To Know

Salary: $55,000.00 - $65,000.00 (Based on selected hire’s qualifications)

Cover Letter & Resume: A cover letter and resume are strongly recommended.

Other Requirements and Factors:

• This position may require work beyond normal  office hours and/or work on weekends

• This position may direct and/or evaluate the work of others

• Ability to lift and carry materials or equipment for event setup and shipment preparation.

• Ability to stand for prolonged periods during large-scale events such as Graduate Commencement and New Graduate Student Orientation.

• Ability to travel between campus locations as needed for meetings and event coordination.

Essential Duties/Tasks

Executive and Administrative Support

• Manages complex calendars and long-range scheduling for the Leadership Team, anticipating conflicts and aligning priorities.

• Coordinates meetings, prepares agendas, tracks action items, and ensures timely follow-up. ·

• Drafts, edits, and formats high-level correspondence, reports, and presentations with precision and adherence to branding standards. ·

• Screens and prioritizes communications, exercising sound judgment and discretion with confidential and sensitive matters.

• Serves as a trusted liaison and gatekeeper, managing access and requests on behalf of leadership.

• Provides administrative and logistical support for cross-functional initiatives, committees, and strategic projects.

• Facilitates communication across Graduate School units and with external stakeholders to ensure clarity and alignment.

• Collaborates with Executive Assistants within the Leadership Team suite to foster a cohesive, high-performing environment that delivers consistent executive-level support.

 

Operations, Budget and Travel Management

• Oversees budgets for assigned units; monitors expenditures, reconciles accounts, and prepares accurate financial summaries and reports.

• Assists the Leadership Team with annual budget development, forecasting, and cost analysis to support strategic decision-making.

• Maintains and updates financial and administrative records to ensure compliance and accessibility. · Coordinates procurement of supplies and services, including vendor communication and invoice tracking for timely processing.

• Processes purchasing, travel, and reimbursement transactions in Emburse with accuracy and attention to policy requirements.

• Arranges and manages travel logistics for Leadership Team members, ensuring efficiency and cost-effectiveness.

• Leads planning and execution of events involving the Leadership Team, including conference logistics, travel coordination, presentation preparation, and material shipment. · Identifies and implements process improvements to enhance fiscal efficiency, compliance, and accountability across operations.

• 10%: Facilities, Technology and Project Coordination

 

Facilities, Technology and Project Coordination

• Oversees technology and equipment inventory for assigned areas, including procurement, tracking, maintenance coordination, and annual refresh planning in collaboration with IT. ·

• Acts as the primary liaison with IT and Space Management to coordinate building access, maintenance, repairs, and workspace needs within the Graduate School.

• Monitors shared office spaces to maintain a safe, functional, and professional environment. ·

• Supports planning and execution of projects, retreats, and events led by Leadership Team members, including logistics, materials, and space coordination.

• Tracks project timelines and deliverables to ensure timely completion and follow-through.

 

Supervision and Other Support

• Supervises and provides day-to-day direction to student workers in the Leadership Team suite, including scheduling, training, and task delegation. May also guide and support temporary or administrative staff to ensure consistent service delivery and operational efficiency.

• Offers guidance to maintain effective service delivery and professionalism across all interactions.

• Performs additional administrative or project-based duties as assigned to support the mission and goals of the Graduate and Professional School.

• Performs additional administrative or project-based duties as assigned to support the mission and goals of the Graduate and Professional School.

Qualifications

Required Education and Experience

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

• Four years of administrative experience supporting executives, directors, or senior administrators.

 

Preferred Qualifications

• Experience in higher education administration, executive-level support, or projects.

• Experience coordinating HR processes, maintaining personnel records, and supporting employee lifecycle activities.

• Experience managing budgets, procurement, and travel reimbursements using systems such as Emburse.

• Experience coordinating technology inventory, annual refresh cycles, and facilities logistics in collaboration with IT and campus services.

• Familiarity with university systems, policies, and compliance standards.

 

Knowledge, Skills, and Abilities

• Excellent written, verbal, and interpersonal communication skills with the ability to interact professionally with internal and external stakeholders.

• Strong organizational, analytical, and problem-solving skills with attention to detail and accuracy.

• Knowledge of budget tracking, HR operations, procurement, and administrative systems.

• Proficiency in Microsoft Office Suite, Microsoft Teams, Zoom, and enterprise platforms such as Workday, Laserfiche, and Emburse.

• Ability to manage multiple priorities, meet deadlines, and adapt to shifting demands in a fast-paced environment.

• Discretion and professionalism in handling confidential and sensitive information.

• Ability to supervise student employees and foster a collaborative, service-oriented work environment.

• Commitment to the Graduate and Professional School’s values of service, inclusion, and student success.

Who We Are 

Texas A&M University's Graduate and Professional School strives to enhance graduate experiences and development of all students, personally and professionally, foster and facilitate interdisciplinary/intercollegiate graduate programs and research activities, provide the highest quality support services to advance creative scholarship and scientific inquiry, and foster an inclusive climate which respects all individuals and their unique contributions. Our vision to achieve recognition as a leader in support of graduate education through innovation, exceptional service, and commitment to excellence. For more information, please visit our website: grad.tamu.edu  

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, prescription drug, dental, vision, life and AD&D, flexible spending accounts, 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 leaveand at leasteight hours of paid vacationeach month  

• Automatic enrollment in theTeacher Retirement System of Texas 

• Health and Wellness: Free exercise programs and release time  

• Professional Development: All employees have access to freeLinkedIn Learningtraining, webinars, and limited financial support to attend conferences, workshops, and more   

• Educational release time and tuition assistancefor completing a degree while a Texas A&M employee  

• Living Well, 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.