Executive Assistant to VP Marketing, Messaging and Engagement (S04508P)
The University of Texas at Arlington
Location: Arlington, Texas
Internal Number: 22747
The Executive Assistant for the Vice President of Messaging, Marketing and Engagement (MME) provides highly skilled administrative support service to relieve the Vice President of a number of organizational decisions and serves as the liaison for the senior staff and the department. Responsible for daily office and budgetary management, correspondence, personnel matters, complex level decisions, exercising initiative and independent judgment.
Oversees the department's budget management and planning.
Manages all agreement and contracts. Assist Vice President in monitoring and vetting departmental expenditures.
Provides support to the senior staff in the management, monitoring and planning of their division's budget.
Reviews and verifies for accuracy the monthly departmental statement of accounts and ProCards expenditures.
Manages and oversees human resources affairs processes at departmental level:
inception and planning of new additions, hiring and recruiting, new employee onboarding and employee separations. Serves as the department's liaison and the senior staff support in all personnel matters.
Organizes and prioritizes the Vice President's strategies.
Manage calendar and appointments as needed.
Coordinate meetings working directly with the offices of university's leadership: president, provost, vice presidents, deans and other campus leadership.
Responsible for daily office management, correspondence, and complex level decisions; exercising initiative and independent judgment.
Oversee the overall operations of the department:
office space remodeling/additions, space relocation and inventory; collaborates with IT liaison in equipment inventory and replacement.
Facilitates and collaborates with the senior team in planning and executing strategies; serve as a support to their administrative staff.
Provides support as needed to the Senior Advisor to the President for External Engagement.
Manages the day-to-day work of the MME Coordinator for the successful completion of programmatic implementation projects and meeting deadlines. Other office needs and duties as needed.
Manage project & event deadlines and communications for the MME department. Coordinate catering, meeting logistics and agendas for events, staff meetings and luncheons.
Performs other duties as assigned.
Use of a personal vehicle for work-related local travel will be needed.
Bachelor's degree with three (3) years upper level secretarial experience or high school diploma with seven (7) years of increasingly responsible administrative, secretarial and clerical or the equivalent experience. Equivalent combination of relevant education and experience may be substituted as appropriate.
Experience with accounts and budget management.
Excellent written, verbal and interpersonal communication skills.
Excellent analytical, organizational and time management skills.
Ability to maintain confidential information.
Ability to prioritize and organize multiple tasks and deadlines.
Ability to work effectively across University departments and units.
Familiarity with UT System policies and procedures.
Familiarity with the dynamics of higher education.
Outstanding knowledge of computer technology, including the ability to use specialized software packages such as spreadsheets, word processing, and database management.
Knowledge of digital tools and other office software applications and demonstrated financial understanding of budget management.
Experience with PeopleSoft/UT Share.
Knowledge, skills and abilities:
High degree of professionalism and customer service.
Solid organizational skills and ability to set and meet appropriate deadlines.
Detail-oriented with high attention to follow through.
Proficiency with Microsoft tools (Outlook, Excel, Word, and TEAMs).
Excellent written, verbal, and interpersonal communication skills.
Excellent analytical, organizational, and time management skills.
Applicants must include in their online resume the following information: 1) Employment history: name of company, period employed (from month/year to month/year), job title, summary of job duties and 2) Education: school name, degree type, and major.
UTA is an Equal Opportunity/Affirmative Action institution. Minorities, women, veterans and persons with disabilities are encouraged to apply. Additionally, the University prohibits discrimination in employment on the basis of sexual orientation. A criminal background check will be conducted on finalists. The UTA is a tobacco free campus.
With annual research expenditures in excess of $100M, the University of Texas at Arlington is a Carnegie Research-1 “highest research activity” institution committed to life-enhancing discovery, innovative instruction, and caring community engagement. A leading institution in the heart of the thriving North Texas region, UTA nurtures minds within an environment that values excellence, ingenuity, and diversity. With a total global enrollment of over 59,000 in AY 2018-19, UTA is one of the largest institutions in the University of Texas System. Guided by its Strategic Plan Bold Solutions | Global Impact, UTA fosters interdisciplinary research and teaching to enable the sustainable megacity of the future within four broad themes: health and the human condition, sustainable urban communities, global environmental impact, and data-driven discovery. UTA was cited by U.S. News & World Report as having the second lowest average student debt among U.S. universities in 2018. U.S. News & World Report also ranks UTA fourth in the nation for undergraduate diversity. The University is a Hispanic-Serving Institution and is ranked as the top four-year college in Texas for veterans on Military Times’ 2018 Best for Vets list.