Job Title

Executive Assistant III

Agency

Texas A&M University System Offices

Department

Texas A&M Innovation

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The System Offices is one of several system members within the Texas A&M University System representing one of the largest systems of higher education in the nation, with a network of 11 universities, a comprehensive health science center, eight state agencies, and the RELLIS Campus. The Texas A&M University System mission is to provide education, conduct research, commercialize technology, offer training, and deliver services for the people of Texas and beyond.

The System Offices, within the Texas A&M University System, provides an outstanding benefits package including, but not limited to: competitive health benefits; paid vacation, sick leave, and holidays; a defined benefit retirement plan with 8% employer contribution through Teachers Retirement System of Texas (TRS); tuition assistance; and wellness programs to promote work/life balance.

Salary:

$4,617.67 - $6,250.00 per month commensurate with experience.

Job Description Summary:

The Executive Assistant III provides administrative support to Texas A&M Innovation leaders, including the Chief Innovation Officer, Senior Director of Licensing, Director of Operations, and other directors. Functions as a high-level departmental liaison to customers, represents the department at events, and discretion and independent judgment with respect to matters of significance.

Responsibilities:

• ADMINISTRATIVE SUPPORT:

• Provides direct support to the Chief Innovation Officer and other senior leadership.

• Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel.

• Prepares travel arrangements and itineraries and approves and processes travel reimbursements.

• Researches and handles special projects on behalf of the leadership team.

• Coordinates and monitors action items for leadership.

• Serves as liaison and point of contact for leadership.

• Provides support for long-range planning and scheduling activities.

• Provides expert advice to leadership. - OFFICE OPERATIONS:

• Participates in, plans, and establishes timelines.

• Contributes to evaluation of administrative practices.

• Communicates Tl objectives, tasks, and decisions to staff on behalf of the leadership team.

• Formulate, interpret, and implement policies, rules, and regulations.

• Coordinates workflow and may supervise staff and/or student workers.

• Identifies and recommends improvements for administrative procedures and makes evaluative judgments in implementing changes.

• Assists in the resolution of complex, highly sensitive, and confidential administrative matters.

• Prepare annual certification of physical inventory (fixed assets) keeping records of all equipment location.

• Fulfill the role of Departmental Parking Representative for office. - DOCUMENTATION AND CONTRACTS:

• Maintains records and other documents.

• Evaluates and tracks documents submitted for Chief Innovation Officer's signature.

• Prepares and manages review and processing of operational contracts between A&M and external parties.

• Aids the preparation of reports and procedural documentation. - MEETINGS AND EVENTS:

• Prepares meeting agendas and organizes and tracks agenda items.

• Conducts research for and briefs leadership team prior to meetings and events.

• Coordinates special events as needed.

• Makes arrangements for dignitaries and other distinguished visitors, as well as potential employees visiting the campus, including travel and itineraries, and welcomes them on behalf of the leadership team. - Other duties as assigned.

Education and Experience:- Bachelor’s degree in applicable field or equivalent combination of education and experience.- Six years of experience in office administration in a higher education setting, including one year of supervisory experience.

Knowledge, Skills and Abilities:

• Working knowledge of spreadsheet, presentation and word processing software. - Strong planning and organizational skills, and analytical abilities. - Must be flexible to changing work environment and situations. - Excellent communication and interpersonal skills.

• Ability to work effectively with a variety of stakeholders - administration, faculty, staff, students, former students, and external constituencies.

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

  Preferred Qualifications:

• More than six years of office administrative experience.

• Administrative experience within The Texas A&M University System. - Certified Administrative Professional (CAP).

Other Requirements:

This is a security-sensitive position and is restricted to U.S. citizens and legal permanent residents only. Only complete applications will be considered for employment at The Texas A&M System Offices. Incomplete job application data could result in your application being rejected without an option to reapply. A cover letter and resume may be required in addition to a completed employment 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/Affirmative Action/Veterans/Disability Employer.