Executive Assistant for VP for Research

Special Instructions to Applicants : All interested applicants must attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format . Please note that the applicant tracking system does not convert attachments in Word format successfully.

Annual Salary Range: $72,000-80,000

Position Summary

Provides advanced, diversified administrative support of a substantial and confidential nature to the Vice President for Research. Provides administrative support to Directors as required. Anticipates executive's needs and proactively solves problems and / or independently handle issues. Work is performed autonomously, without specific instructions or prescribed procedures, and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the executive.

The ideal candidate is proactive, has a passion for helping others to succeed, and understands and anticipates challenges facing leadership executives (C-suite or VP-level).

Minimum Requirements:

• Bachelor's Degree
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year for year basis may be substituted
• 5 years of related experience as an executive assistant​​​​​​​

Essential Functions

• Provides high-level and diverse administrative and project related support directly to the vice president; develops briefings, itineraries and agendas, problem-solves, identifies priorities to ensure critical issues are addressed promptly, and suggests and implements changes; coordinates travel plans, itineraries, and agendas; manages the VP’s communications and schedules calendar, coordinates meetings and prepares meeting materials and minutes
• Provides advanced and complex support to the vice president and is responsible for managing and prioritizing a wide-range of projects and timelines, including establishing objectives and performing the associated research and writing multifaceted and sensitive communications
• Serves as the executive's liaison to various internal and external constituencies, including arranging visits, screening correspondence and telephone calls; keeps the executive informed of all matters requiring his / her attention
• Performs all other duties as assigned

Additional Functions

• Organizes and maintains the workings of the executive's office, including reconciling expenses, ordering supplies, interacting with vendors
• Takes responsibility for filing systems and ensuring all pertinent information and supporting materials are retained
• Directs staff to perform various tasks and assignments
• Completes special projects as assigned

Required Qualifications

• 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 executive's role within the university framework
• 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
• Advanced computer skills and demonstrated experience with office software and email applications

Preferred Qualifications

• 5 years related experience as an executive assistant in an academic setting

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

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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.

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