Executive Administrator

Special Instructions to Applicants: All interested applicants should attach a cover letter and a resume in the Supporting Documents section of the application. We suggest the documents be in a PDF format to avoid formatting issues.

Position Summary

Reporting directly to the Vice President for IT/CIO, the Executive Administrator (EA) provides advanced administrative support for the Deputy CIO and Associate Vice Presidents. The EA must be creative and enjoy working in a relatively small, entrepreneurial environment that is part of a larger enterprise and is client-driven, results-driven, and service-oriented. This is an in-person position, remote work other than occasionally is not appropriate.

The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain balance among multiple competing priorities.

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
• Five years of related administrative 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 the 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

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
• 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 performing the associated research, and writing multifaceted and sensitive communications
• Serves as the executive's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the executive informed of all matters requiring his / her attention
• Requires the ability to work independently as well as within a team environment on projects from inception to completion and handle confidential matters with discretion
• Organizes and maintains the workings of the executive's office
• Takes responsibility for filing systems and ensuring all pertinent information and supporting materials are retained
• Directs staff to perform various tasks and assignments
• May also supervise staff
• Performs all other duties as assigned

Additional Functions

• Assist and perform ad hoc duties for the Vice President for IT, Deputy CIO, and Associate VP’s
• Serve as a liaison to the senior leadership team and provide administrative support to them
• Coordinate events and host functions such as national meetings, symposia, etc
• Review and process expense reports and invoices
• Maintain a professional knowledge base and seek opportunities to enhance skills and abilities
• Seek new areas of responsibility and perform new tasks; & recommend process improvements
• Demonstrate commitment to providing customer-focused quality service

Preferences

• Five (5) years of experience with direct executive-level support
• Strong experience managing travel arrangements
• Related experience working in a fast-paced, entrepreneurial environment preferably for high-level executives
• Extremely proficient with MS Office products including Word, PowerPoint, and Excel
• Able to work flexible hours and be accessible after hours as needed
• Proficient in advanced letter composition, executive-level correspondence, administrative requirements, and the use of travel systems
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors, and interact professionally with a diverse group of clients and staff
• Excellent oral and written communication skills and the ability to clearly articulate information to various audiences
• Strong sense of urgency and efficiency in completing work
• Exemplary time management and prioritization skills
• Excellent judgment, problem-resolution, and decision-making skills
• Very strong organizational skills and meticulous attention to detail
• Proven ability to manage competing priorities in a high-pressure environment

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

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Rice University is an Equal Opportunity Employer with a 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.

Faculty and staff are expected (but not required) to have completed a full vaccination series for COVID-19 (currently defined as a full course e COVID-19 Vaccine (typically two shots of a WHO-approved COVID-19 Vaccine or one J&J) and a COVID-19 booster. Rice does not require documentation for COVID-19 vaccination at this time for faculty and staff. More information can be found here: https://coronavirus.rice.edu/policies