Phase2 Technology
Executive Assistant to the CXO, University Events & Experience
Phase2 Technology, Austin, Texas, us, 78716
Executive Assistant to the CXO, University Events & Experience
The Executive Assistant is responsible for delivering comprehensive executive-level administrative support to the Chief Experience Officer (CXO) within the Office of University Events and Experience. The role acts as a partner, anticipating and responding to the needs of the CXO, serving as a liaison to internal and external stakeholders, and managing a broad range of functions integral to the success of university events and key initiatives. This role blends high‑level administrative expertise with proactive project management, professional judgment, and a passion for exceptional event experiences that reflect the values and aspirations of UT Austin.
Responsibilities
Executive Calendar Management: Maintain the CXO's complex and dynamic schedule, proactively coordinating meetings and travel arrangements; prioritize and resolve scheduling conflicts with sound judgment and professionalism.
Communication Liaison: Serve as the primary point of contact for the CXO, handling confidential communications, screening calls and correspondence, and ensuring timely follow‑up with internal and external stakeholders.
Project Coordination: Manage and track special projects as assigned by the CXO, ensuring deadlines are met and project goals are achieved; prepare progress reports and maintain relevant documentation.
Meeting Preparation: Prepare agendas, gather background materials, and document minutes for executive meetings; coordinate follow‑up actions and ensure completion of assigned tasks.
Travel Coordination: Arrange complex travel itineraries (domestic and international) for the CXO and as needed senior staff, including transportation, accommodations, and expense reconciliation.
Confidential Records Management: Maintain organized and secure files for sensitive information, contracts, and records in compliance with university policies and data privacy standards.
Relationship Management: Build and nurture strong relationships with university leaders, faculty, donors, students, and external partners, representing the Office and the CXO with professionalism and diplomacy.
Initiative and Problem Solving: Proactively identify opportunities to improve processes, resolve issues independently, and support the evolving priorities of the Office and CXO.
Other duties as assigned.
Required Qualifications
Bachelor's degree or equivalent experience preferred; background in higher education, event management, or executive support is highly desirable.
Minimum of five years in an administrative or executive support role, preferably within a university or complex organizational setting.
Exceptional organizational, interpersonal, and communication skills, with a demonstrated ability to manage competing priorities with discretion and grace.
Proficiency in Microsoft Office Suite, calendar and project management systems; familiarity with UT Austin administrative platforms is a plus.
Ability to maintain confidentiality, exercise sound judgment, and adapt to shifting demands in a fast‑paced environment.
Enthusiasm for supporting high‑impact events and experiences that advance the mission of UT Austin.
Preferred Qualifications
Eight years or more in an administrative or executive support role, preferably within a university or complex organizational setting.
Extensive experience supporting executive leadership, ideally within higher education or similarly complex organization.
Proven track record in project management, event planning, and executive calendar coordination.
Expert proficiency with Microsoft Office Suite, scheduling software, and document management platforms; experience with UT Austin administrative systems is highly desirable.
Exceptional organizational and communication skills, with demonstrated discretion in handling confidential information.
Ability to build effective relationships across various groups, including faculty, donors, students, and external partners.
Strong problem‑solving abilities and initiative.
Flexibility and adaptability to shifting priorities in a fast‑paced environment.
Salary Range $80,000
Working Conditions
Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation.
Evening and weekend hours may be required during peak periods and special events.
Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
This is an in‑office, Austin, Texas based position.
Required Materials
Resume/CV
Letter of interest
Three work references with contact information; at least one reference should be from a supervisor
Employment Eligibility Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University‑Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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Responsibilities
Executive Calendar Management: Maintain the CXO's complex and dynamic schedule, proactively coordinating meetings and travel arrangements; prioritize and resolve scheduling conflicts with sound judgment and professionalism.
Communication Liaison: Serve as the primary point of contact for the CXO, handling confidential communications, screening calls and correspondence, and ensuring timely follow‑up with internal and external stakeholders.
Project Coordination: Manage and track special projects as assigned by the CXO, ensuring deadlines are met and project goals are achieved; prepare progress reports and maintain relevant documentation.
Meeting Preparation: Prepare agendas, gather background materials, and document minutes for executive meetings; coordinate follow‑up actions and ensure completion of assigned tasks.
Travel Coordination: Arrange complex travel itineraries (domestic and international) for the CXO and as needed senior staff, including transportation, accommodations, and expense reconciliation.
Confidential Records Management: Maintain organized and secure files for sensitive information, contracts, and records in compliance with university policies and data privacy standards.
Relationship Management: Build and nurture strong relationships with university leaders, faculty, donors, students, and external partners, representing the Office and the CXO with professionalism and diplomacy.
Initiative and Problem Solving: Proactively identify opportunities to improve processes, resolve issues independently, and support the evolving priorities of the Office and CXO.
Other duties as assigned.
Required Qualifications
Bachelor's degree or equivalent experience preferred; background in higher education, event management, or executive support is highly desirable.
Minimum of five years in an administrative or executive support role, preferably within a university or complex organizational setting.
Exceptional organizational, interpersonal, and communication skills, with a demonstrated ability to manage competing priorities with discretion and grace.
Proficiency in Microsoft Office Suite, calendar and project management systems; familiarity with UT Austin administrative platforms is a plus.
Ability to maintain confidentiality, exercise sound judgment, and adapt to shifting demands in a fast‑paced environment.
Enthusiasm for supporting high‑impact events and experiences that advance the mission of UT Austin.
Preferred Qualifications
Eight years or more in an administrative or executive support role, preferably within a university or complex organizational setting.
Extensive experience supporting executive leadership, ideally within higher education or similarly complex organization.
Proven track record in project management, event planning, and executive calendar coordination.
Expert proficiency with Microsoft Office Suite, scheduling software, and document management platforms; experience with UT Austin administrative systems is highly desirable.
Exceptional organizational and communication skills, with demonstrated discretion in handling confidential information.
Ability to build effective relationships across various groups, including faculty, donors, students, and external partners.
Strong problem‑solving abilities and initiative.
Flexibility and adaptability to shifting priorities in a fast‑paced environment.
Salary Range $80,000
Working Conditions
Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation.
Evening and weekend hours may be required during peak periods and special events.
Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas.
This is an in‑office, Austin, Texas based position.
Required Materials
Resume/CV
Letter of interest
Three work references with contact information; at least one reference should be from a supervisor
Employment Eligibility Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University‑Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.
Equal Opportunity Employer The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.
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