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Texas A&M University · 3 days ago

Executive Assistant III

Galveston, TX

Full-time

Onsite

Senior Level

6+ years exp

Texas A&M University is seeking an Executive Assistant III to provide administrative support to senior academic leaders in the College of Marine Sciences & Maritime Studies. The role involves high-level coordination of operations, managing communications, and supporting academic processes to enhance student success initiatives.

Higher Education

Growth Opportunities

No H1B

U.S. Citizen Only

Responsibilities

Coordinates calendars, meetings, and other activities for both Administrators

Oversees and monitors action items and assignments made by the Administrators

Drafts, manages, and processes high-level confidential correspondence and files. Controls and evaluates the flow of documents

Prepares itineraries and travel arrangements and may file documentation for travel reimbursement

Prepares communications and/or agendas and minutes for meetings, including academic leadership team meetings, student success initiatives, assessment and curriculum

Attends committees with or on behalf of Administrators when asked

Researches, compiles and analyzes requirements for complex projects or initiatives, making evaluative judgements

Provides support for both short and long-range strategic and operational planning and scheduling of activities

Manages event coordination and groups visiting campus, which includes, but is not limited to, commencement and the annual alumni awards. This includes facilitating commencement committee meetings, coordinating contracts and event logistics. Monitoring budgets and resources in coordination with the business office and developing the commencement program and other material needs in coordination with the Marketing & Communications office

Support the Chief Operating Officer’s office with planning for VIPs & stage party

Serves as the primary contact point for both Administrators, providing customer service and answering phones

Applies, interprets, and communicates policies and procedures and serves as a resource for answering questions regarding policies

Responds and resolves complex inquiries and problems

Makes recommendations for process improvements, administrative changes, or new initiatives

Provides backup to executive support staff in helping the senior administrative leadership team

Acts as Administrators’ representative in dealing with third parties

Evaluates documents submitted for Administrators’ signature

Serves on the Deans Assistants Liaison Council (DALC) representing the college

Creates, distributes and archives the weekly publication newsletter for the Dean

Assists the Executive Associate Dean with the student success initiatives and the undergraduate curricular, assessment, and education abroad processes, including tracking and monitoring all items

Maintain membership lists and coordinate communications, scheduling and coordinating team meetings with agendas and minutes, maintaining security and access for Assessment, Evaluation, Feedback & Intervention System (AEFIS), preparing annual review of AEFIS and updating website content as well as maintaining security and access for the Curricular Approval Request System (CARS) and Courseleaf

Coordinate distribution of Deans List & Distinguished Student certificates (twice annually)

Liaison with the TAMU Registrar’s Office, the Office of Institutional Effectiveness and Education Abroad Office

Qualification

Office administrationSpreadsheet softwarePresentation softwareDatabase softwareWord processing softwareProblem-solving initiativeMultitaskingInterpersonal skillsCommunication skillsAttention to detail

Required

Bachelor's degree or equivalent combination of education and experience

Six years of experience in office administration

Ability to build strong working relationships and a productive work environment

Advanced knowledge of spreadsheet, presentation, database, and word processing software programs

Excellent interpersonal and communication skills, and ability to plan and organize effectively

Maintains professionalism and composure

Ability to demonstrate initiative by independently taking action to solve problems

Attention to detail

Ability to multitask and work cooperatively with others

This position is security sensitive

This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures

All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

Company

Texas A&M University

Glassdoor4.4

Texas A&M University has a proud history that stretches back to 1876 when The Agricultural and Mechanical College of Texas became the first public institution of higher learning in the state of Texas.

Founded in 1876

College Station, TX, US

10001+ employees