Executive Assistant II

The Executive Assistant II provides high-level administrative support to the Executive Associate Vice Chancellor and COO and the Assistant Vice Chancellor for Educational Development and Engagement, ensuring the efficient management of calendars, schedules, meetings, engagements, and appointments. This role is also responsible for project coordination, including tracking progress and deliverables, and ensuring deadlines are met. The Executive Assistant II acts as a liaison between executives, internal teams, and external stakeholders, always maintaining confidentiality and professionalism.

Responsibilities:

• Manage complex executive calendars, including scheduling meetings, engagements, and appointments.
• Coordinate logistics for internal and external meetings, including room bookings, virtual meeting links, attendee communications, parking, and catering.
• Proactively resolve scheduling conflicts and prioritize competing demands.

Project Coordination:

• Track project milestones, deliverables, and deadlines using project management tools or spreadsheets.
• Follow up with project stakeholders to ensure timely completion of tasks.
• Prepare status reports and assist in project documentation.

Administrative Support:

• Prepare and edit correspondence, reports, and other documents.
• Handle confidential information with discretion.
• Coordinate travel arrangements and expense reports as needed.

Relationship Management:

• Serve as a point of contact for internal and external stakeholders.
• Foster positive and professional relationships on behalf of the executives.
• Other duties as assigned.

Required Qualifications:

• Bachelor's degree or equivalent combination of education and experience.
• Four years of experience supporting senior executives in a fast-paced environment.
• Knowledge of word processing, spreadsheet, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills. Planning and organizational skills.

Preferred Qualifications:

• Six years of experience supporting senior executives in a fast-paced environment.
• Advanced skills in Microsoft Outlook, especially calendar, Teams, Word, Excel, and PowerPoint. Familiarity with project management software is a plus.
• Exceptional ability to manage multiple priorities, schedules, and deadlines with attention to detail.
• Excellent verbal and written communication skills; ability to interact effectively with all levels of the organization.
• Proactive and resourceful approach to resolving scheduling conflicts and project challenges.
• Demonstrated ability to handle sensitive and confidential information with integrity.
• Strong relationship-building skills; professionalism in all interactions.
• Ability to work independently, prioritize tasks, take initiative, and manage time efficiently.
• Experience in project coordination or project management.
• Knowledge of executive office operations and protocols.
• Ability to adapt quickly to changing priorities.
• Strong judgment and decision-making abilities are important.

Salary: Compensation for this position is commensurate based on the selected candidate's qualifications.

Other Requirements: This position typically operates in a traditional office setting. The role may require early morning, evening, or occasional weekend support depending on executive needs and project deadlines.

Applicant Instructions: A cover letter and resum are requested. You may upload these documents to the application under CV/Resume. Failure to provide the requested documents could result in an invalid submission and a rejected application.

Why Work at Texas A&M AgriLife? When you choose to work for Texas A&M AgriLife, you become part of an organization that is an established leader in agriculture and life sciences with a wide range of capabilities to meet the needs of our statewide, national, and international constituents. In addition, Texas A&M AgriLife offers a comprehensive benefit package including the following: Health, dental, vision, life and long-term disability insurance with Texas A&M AgriLife 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; automatic enrollment in the Teacher Retirement System of Texas; Employee Wellness Initiative for Texas A&M AgriLife. 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.