Executive Assistant

Job Title

Agency

Department

Proposed Minimum Salary

Job Location

Job Type

Job Description

Job Description

Who We Are

The Texas A&M AgriLife Institute for Advancing Health Through Agriculture, IHA, is the world’s first academic institute to bring together precision nutrition, responsive agriculture, and social and behavioral research to reduce diet-related chronic disease in a way that supports producers and the environment.

What We Want

The Executive Assistant II will promote the success of the Institute for Advancing Health Through Agriculture, IHA, by providing executive level administrative support, including special events, projects, initiatives, and programs. This position provides support for the IHA Director and leadership team as needed and includes the exercise of discretion and independent judgement with respect to matters of significance.

Essential Duties/Tasks

• Coordinates administrative support functions including calendar management; pro-actively monitors IHA leadership’s calendar for completion and accuracy.
• Acts as lead administrative support for the IHA; may supervise and/or direct other administrative staff and student workers. Serves as back-up for IHA’s front desk.
• Plans and coordinates administrative activities and services including scheduling meetings, developing itineraries, reviewing agendas, record-keeping, and report preparation. Drafts and manages correspondence and communications.
• Conducts research for and briefs the Director prior to meetings and events.
• Coordinates with the IHA business office to arrange travel for the Director; assists the business office in preparing travel reports and travel reimbursements for the Director.
• Compiles reports, maintains records and other documents. Evaluates documents submitted for administrator’s signature. Provides support for long-range planning and scheduling activities.
• Represents the IHA with professionalism; interacts with guests and stakeholders, providing customer service and addressing needs in a timely manner.
• Plans, implements, coordinates, analyzes, monitors, and evaluates administrative support functions; participates in the resolution of operating problems under the direction of the Associate Director for Operations.
• Formulates, interprets, and implements policies, rules, and regulations. Monitors compliance with policies and procedures. Makes recommendations for process improvements, administrative changes, or new initiatives to the Associate Director of Operations.
• Makes arrangements for distinguished visitors. Serves as liaison and point of contact for the Director.
• Coordinates and monitors action items for the Director. Works collaboratively with IHA staff to support the unit as a whole.
• Identifies and recommends improvements for administrative procedures and makes evaluative judgments in implementing changes.
• Assists in the resolution of complex, highly sensitive, and confidential administrative matters. Exercises discretion and independent judgment with respect to matters of significance.
• Other duties as assigned.

Qualifications

Required Education and Experience:

• Bachelor’s degree in applicable field or equivalent combination of education and experience.
• Four (4) years of related experience.

Preferred Education and Experience:

• Eight (8) years of experience in office administration.
• Experience supporting a high-level executive.
• Experience working within the Texas A&M University System.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organizational skills.

Preferred Knowledge, Skills and Abilities:

• Ability to manage multiple projects under timelines.
• Strong organizational and time management skills.
• Strong people skills, excellent verbal and written communication skills, and attention to detail are sought.
• Strong knowledge of word processing, spreadsheet, database and presentation skills.
• Ability to work in a fast paced, multi-dimensional work environment with a high degree of professionalism, accuracy and consistency.

Other Requirements:

• Requires working evening and weekend hours.
• Ability to lift or move light (moderate, heavy) objects.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.