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Executive Assistant to the Chief Legal Officer

3 hours ago

Houston, Texas, United States The University of Texas System Full time

FLSA Status
Exempt

Earliest Start Date
Immediately

Salary
Salary commensurate with experience

Hours per Week
40 hours weekly

Hiring Department
University Lands

Required Application Materials
A resume is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

About Us
For more than 140 years, The University of Texas System has improved the lives of Texans — and people all over the world — through education, health care, and research. The System consists of nine academic institutions, four health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 160,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System's thirteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives - not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

Purpose of Position
The Executive Assistant to the Senior Vice President and Chief Legal Officer (CLO) is a key member of the University Lands (UL) administrative team. This position provides high-level administrative support, managing complex and confidential responsibilities that enable the CLO to operate effectively and strategically. The Executive Assistant oversees daily workflow, exercises sound judgment in decision-making, and ensures seamless coordination of executive-level activities, including communication, scheduling, and project management. The role requires close collaboration with internal departments, external stakeholders, and senior leadership across UL. The Executive Assistant contributes to a culture of excellence and professionalism, supporting UL's mission to be the leading land management organization in the country.

Essential Functions

  • Office of the CLO: Responsible for performing tactical and strategic administrative support tasks for the CLO. Establish and maintain strong working relationships with members of the executive leadership team, senior employees, and other administrative professionals.
  • Administration: Work on complex administrative processes and databases to develop and test administrative procedures to ensure they are fully in line with organizational needs.
  • Document Management: Organize, prepare, file and manage complex documents using a variety of applications, such as standard office software. Gather and analyze data and prepare complex reports, agendas, minutes of meetings, and tailored letters and emails for approval by executives and senior employees. Draft, proofread, redact, and revise documents such as contracts, memorandum, and correspondence. Manage and track actions and outcomes.
  • Outside Counsel Management: Review outside counsel invoices, track expenses against budget and contract caps, and work collaboratively with external law firms and internal departments to track issues and ensure prompt payment.
  • Travel: Coordinate travel for executive and senior employees. Administer travel reimbursements and provides backup for assistance with UTS accounting platform (Concur).
  • Calendar and Meeting Management: Responsible for calendar management, including the coordination of complex management meetings, calendar invites, room scheduling, and scheduling conference calls.
  • Procurement: Achieve specific procurement goals or provide support to others while following established procurement systems and protocols. Responsible for tracking and processing invoices and AFEs for executives and senior employees.
  • Business Meetings/Events Arrangement: Assist in arranging venues, equipment, catering, and travel related to events. Coordinate with departments to assist in planning and scheduling of office activities and social events.
  • Manage Inquiries and Communications: Manage communication with external parties, including executives, board members, and industry leaders. Facilitate and participate in various meetings, regularly preparing minutes and tracking action items. Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information.
  • Facilities Management: Work with other administrative personnel on office management and maintenance.

Knowledge, Skills & Abilities

  • Proactive
  • Advanced general administrative skills and knowledge required at an executive level.
  • Ability to demonstrate diplomacy, discretion, and professionalism at all times.
  • Exceptional organizational, prioritization, and time-management skills.
  • Ability to manage and adhere to deadlines, with strong attention to detail, higher level thinking skills, strong professional judgment and interpersonal skills.

Required Qualifications

  • Bachelor's degree and 4 years of administrative experience, OR
  • Associate's degree and 6 years of administrative experience, OR
  • High School diploma or GED and 8 years of administrative experience

Preferred Qualifications

  • Experience supporting executives.
  • Experience supporting lawyers.
  • Familiarity with coordination of board meetings, etc.
  • Expertise in use of standard software applications such as Outlook, Excel, PowerPoint, Microsoft Word

Working Conditions

  • May work around standard office conditions.

Additional Information
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length. Participation in TRS is mandatory.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

EO/AA Statement
The University of Texas System Administration is committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.

For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at .