Executive Assistant

Position Summary

The Rice University Endowment is approximately $8 billion and ranks in the top 20 endowments of private research universities (by market value) in the US. The endowment is critical to the university’s ability to achieve its goals. The annual distribution from the endowment funds nearly half of the university’s annual operating budget. The Rice Management Company (RMC) was established October 1, 2009, as a division of Rice University. The goal of the RMC is to provide a stable source of funding for current university operations and to preserve and grow the purchasing power of the endowment to benefit future generations of students. The RMC is responsible for all endowment matters of the university including asset allocation, the selection and termination of investment managers and monitoring performance of the portfolio, and reporting to the Rice Management Company Board of Directors. The endowment primarily utilizes outside investment managers and invests globally across all asset classes.

Learn more about the RMC and the work we do here .

The Executive Assistant will provide executive support to d irectors and other executive team leadership. The executive assistant provides high-level administrative support by facilitating meeting preparation, managing multiple projects, and helping the team operate efficiently. Anticipating needs, proactively solving problems, and independently handling issues with confidentiality and good judgment are essential.

Essential Functions

• Coordinates activities, including management of complex calendars, travel arrangements, and associated logistics
• Independently commits time to those requesting access to leadership based on an in-depth understanding of their priorities and needs and their 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 leadership informed of all matters requiring their 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 leadership; follows up with appropriate parties to ensure deadlines are met
• Performs all other duties as assigned

Additional Functions / Information

Meeting preparation

• Independently prioritizes, plans, coordinates and / or oversees logistics for meetings with individuals and entities internal and external to the university
• Provides advanced meeting preparation and coordination
• Works with meeting leads to facilitate the material preparation, information gathering, and formulating content
• Able to interact with high-profile stakeholders including board members and visitors from the local and investment communities

Operations Administration

• Assists operations management and other administrative support professions to complete office management responsibilities
• Submits and reconciles expense reports
• Prepares, submits and monitors invoices
• Maintains supply inventory and office equipment
• Answers and directs phone calls
• Provides general support to visitors and greets visitors as needed at the reception desk

Required Qualifications

• HS Diploma or equivalent
• Five years of related executive support experience
• 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 leaderships' role within the university framework
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact

Preferred Qualifications

• Bachelor's degree strongly preferred
• 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

Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability or protected veteran status.

Current Rice University COVID policies, which include vaccination, face mask, testing, gatherings, occupancy limits, and travel policies can be found here: https://coronavirus.rice.edu/policies