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Executive Assistant

Rice University
Texas, United States
Salary Not Specified
Posted Date
Jun 30, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Employment Type
Full Time
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Hiring Range: $21.63 to $24.04 per hour (40 hours a week)

This position is non-exempt

Special Instructions to Applicants : Please attach a cover letter and a resume in the Supporting Documents section of the application. Please make sure to include employment dates on the resume in Month/ Year format.

Position Summary

The executive assistant is responsible for providing advanced administrative support to the associate vice president (AVP) for Human Resources. In this position, the executive assistant anticipates the AVP’s needs, proactively solving problems and / or independently handle issues. The typical job duties for this position include calendar management, meeting preparation, preparing and editing presentations and communications, conducting research, coordinating meetings and events, and providing general office support, such as ordering office supplies and processing invoices.

T he ideal candidate has strong experience in managing-up successfully, managing and planning the logistics and activities of the executive.

Essential Functions
  • Manages the AVP’s calendar, schedules and coordinates meetings, resolves calendaring conflicts, and works with the AVP to make updates to the calendar and committing time based upon AVPs priorities
  • Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the AVP 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
  • Manages multiple projects simultaneously
  • Anticipates and tracks initial dates, events and associated action items; follows up with appropriate parties on behalf of supervisor to ensure deadlines are met
  • Performs all other duties as assigned
Additional Functions
  • Provides administrative support to HR directors as needed, including scheduling and coordinating meetings, assisting with events, conducting research and assisting with special projects
  • Initiates, processes and monitors financial transactions, including the resolution of discrepancies
  • Maintains office supplies and equipment, obtaining quotes and placing orders as needed
  • Coordinates office moves
  • Drafts, edits and reviews departmental communications, including website updates
Required Education / Experience
  • HS Diploma or equivalent
  • Three years of related administrative experience supporting a senior leader (e.g. director-level or higher)
    • No substitutions for education or experience allowed
Required Skills
  • Demonstrated administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications
  • Excellent verbal and written communication skills, including editing and proofreading
  • Excellent planning and organizational skills
  • Ability to take initiative and ownership of projects
  • Demonstrated ability to handle sensitive issues and maintain confidentiality
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
  • Ability to multi-task, adapt to changing priorities and meet deadlines
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:

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