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Executive Assistant II

Company: Texas A&M University
Location: College Station
Posted on: January 8, 2020

Job Description:

Job TitleExecutive Assistant IIAgencyTexas A&M Agrilife Extension ServiceDepartmentDirector, Texas Agrilife ExtensionProposed Minimum SalaryCommensurateJob LocationCollege Station, TexasJob TypeStaffJob DescriptionThe Executive Assistant II, under general supervision, performs advanced professional assistance work for an Executive Associate Director. Maintains high-level interactions with the campus community and assists with highly confidential and critical academic and/or administrative matters. Exercises discretion and independent judgment with respect to matters of significance.Responsibilities:

  • Provide primary administrative support to the Executive Associate Director. Manage the daily operations of the Executive Associate. Assume responsibilities without supervision, use discretion and independent judgment. Handle with strict confidentiality all files, correspondence, legal documents and information regarding sensitive personnel and organizational issues, litigations, complaints, appeals and disciplinary actions.
  • In the absence of the Executive Associate Director, use initiative to make decisions within the scope of assigned authority. Provide responses to phone calls, incoming mail, electronic mail and/or forward mail to other faculty members for appropriate action.
  • Interact with offices of state and federal legislators, government officials, chief executive officers and other state Extension directors/administrators and their assistants, Health Science Center partners, Healthy Texas partners and state clientele.
  • Maintain electronic calendar for the Executive Associate Director. Schedule meetings and conferences on daily basis. Maintain monthly pending and meeting files to gather necessary background information for upcoming events and meetings. Knowledgeable of various associations, state and national committees allowing prioritization of meetings and conferences that the Executive Associate Director will attend.
  • Handle all travel arrangements for the Executive Associate Director including preparing itineraries, flight schedules, hotel reservations, car rentals, state agency vehicle reservations, and expense report upon completion of trip/travel.
  • Review all incoming and outgoing mail. Provide pertinent information (correspondence, reports, etc.) for incoming mail as appropriate for the Executive Associate Director's use. Compose and finalize correspondence as required. Sign routine correspondence on behalf of the Executive Associate Director.
  • Gather and organize information, prepare reports using Word, Excel, PowerPoint, Publisher, OneDrive and Teams. Create meeting invites and promotional items.
  • Assist with the development, distribution and tracking of the agency strategic plan.
  • Review contracts, grants, MOUs, MOAs, etc. prior to Executive Associate Directors signature.
  • Coordinates fiscal activities for the Executive Associate Director including budget meetings, use of Canopy and FAMIS. Assist with agency budget information and tracking of accounts.
  • Record and process personnel action forms, fiscal forms, and other paperwork approved by the Executive Associate Director. Serve as assistant approver in Concur and Workday for Executive Associate Director.
  • Work closely with HR on FMLA, hiring, onboarding, offboarding, etc. Provide leave transactions as requested by the Executive Associate Director.
  • Arrange meetings and retreats as needed, including determining hotel sites, meeting rooms, determining registration fees, arranging spouse activities, etc.
  • Assist with the development of organizational legislative packets and information.
  • Assist with positive marketing of the agency and work closely with the communications team.
  • Coordinate three Extension Scholarship programs.
  • Provide backup to the Directors assistant. Maintain close working relationship with other administrative faculty and their support staff.
  • Maintain multiple contact lists.
  • Serve on committees as directed by the Executive Associate Director.
  • Provide supervision of student(s) assigned to this office.
  • Other duties as assigned.Education and Experience:-Bachelors degree in applicable field or equivalent combination of education and experience.-Four years of related administrative experience.Knowledge, Skills and Abilities:-Knowledge of word processing, spreadsheet, and presentation applications.-Ability to multitask and work cooperatively with others. Interpersonal and communication skills. Planning and organizational skills.Software programs preferred Word, PowerPoint, Excel, Publisher, Canopy, FAMIS, Teams, and OneDrive.For consideration, you must attach a cover letter and resume.All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures, including the completion of the criminal history check.Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.Howdy and thank you for your interest in a career with Texas A&M University. As the flagship campus of The Texas A&M University System, we are located in College Station, Texas with a student population of more than 64,000 and nearly 9,000 faculty and staff.The Spirit of Aggieland is unmistakable. We are a unique American institution, fostering a culture of friendliness, diversity, compassion and respect for one another. Our unique history and rich traditions make Texas A&M special.From our benefits package and professional development opportunities to our retirement programs, Texas A&M is a great place to work. Your path to a great career starts here!Equal Opportunity/Affirmative Action/Veterans/Disability Employer committed to diversity.If you need assistance in applying for this job, please contact (979) 845-5154.Useful Links:
    • Benefit Programs
    • Retirement
    • Cost of Living Calculator
    • Employee Discount Program
    • Flexible Spending Accounts
    • University Holidays
    • Legal Statements
    • New Employee Orientation
    • Prospective Employees
    • Safety & Security Notices
    • Training & Development
    • USERRA
    • Nondiscrimination Notice

Keywords: Texas A&M University, College Station , Executive Assistant II, Other , College Station, Texas

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