Executive Administrator

2 weeks ago

Houston, Texas, United States Rice University Full time

Executive Administrator
Houston, TX, United States

Position Summary

The Executive Administrator provides advanced, diversified administrative and project support to the Managing Directors in the Investment Team at Rice Management Company (RMC). The Executive Administrator plays a critical role in ensuring the efficient operation of the investment team by coordinating schedules, managing deadlines, and facilitating communication both internally and externally. The Executive Administrator acts as a representative of the investment team, maintaining a high level of professionalism in all interactions.

The ideal candidate has a bachelor's degree, and 4+ years of prior experience in senior executive support, works proficiently with technology, manages needs proactively, and is skilled at writing professional correspondence.

This is a full-time, on-site, benefits-eligible position.

Requirements

Bachelor's degree
4+ years' of experience in senior executive support
In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted
Excellent verbal and written communication skills, including editing and proofreading
Excellent planning and organizational skills
Demonstrated ability to handle sensitive issues and maintain confidentiality
Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
Contextual understanding of the executive's role within the university framework
Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
Preferences

Experience as an executive assistant within a corporate environment, investment firm, and/or banking/financial industry
Ability to multi-task, adapt to changing priorities, and meet deadlines
Advanced computer skills and demonstrated experience with office software and email applications
Ability to independently resolve problems with a positive attitude
Essential Functions

Coordinates the executive's activities, including management of a complex calendar, travel arrangements, and associated logistics
Independently allocates the executive's time to individuals seeking access based on a comprehensive understanding of the executive's priorities, needs, and role within the university framework
Independently prioritizes, plans, coordinates, and/or oversees logistics for meetings with individuals and entities internal and external to the university
Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the executive informed of all matters requiring his / her attention
Composes correspondence; develops, reviews, and edits presentations and documentation; independently researches and analyzes associated issues and/or compiles materials needed for presentation and/or decision-making purposes
Oversees and/or manages multiple projects; anticipates and tracks critical dates, events, and organizational issues for the executive; follows up with appropriate parties to ensure deadlines are met
Manages expense reporting for executives
Supports meetings held at RMC by reserving meeting space, greeting visitors, and ensuring all necessary resources and technology are available for successful meeting execution.
Performs all other duties as assigned
Additional Functions

Supports the investment team in navigating resources within Rice University, such as connecting with experts in the field of research related to an investment opportunity
Supports the investment team to vet incoming media inquiries through the Rice University Office of Public Affairs
Accesses investment reports and correspondence in the database to prepare executives for meetings
Tracks annual meetings hosted by investment fund managers and coordinates representation from RMC
Supports onboarding of new hires
Collaborates with others to provide event planning and project support

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