The University of Texas at Austin
Executive Assistant and Operations Manager
The University of Texas at Austin, Austin, Texas, us, 78716
Executive Assistant and Operations Manager
The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation.
Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs and engineers.
The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.
Purpose The Executive Assistant and Operations Manager provides executive-level administrative and operational support to senior executives, ensuring the seamless function of a fast‑paced, high‑performing leadership office. The ideal candidate is detail‑oriented, highly organized, and adept at anticipating institutional needs.
Responsibilities Executive Support
Act as a strategic partner to AVP's, anticipating needs, managing priorities and supporting decision‑making.
Manage calendars, including scheduling meetings, appointments, and travel arrangements.
Draft executive‑level materials and communications with minimal direction.
Exercise a high level of discretion and sound judgment with confidential and sensitive information.
Provides back‑up administrative support for the VP Office.
Relationship Management
Assists with donor portfolio management, including tracking next steps for gift conversations, developing high‑quality donor‑facing materials, and supporting stewardship strategies.
Assists with vendor, contract, and MOU management.
Liaises with internal/external stakeholders on behalf of AVPs.
Organizational and Operational Management
Assists with tracking progress on strategic initiatives and budget oversight.
Develop and implement systems that improve workflow, communication and organizational efficiency.
Lead preparation and follow‑up for high‑stakes meetings, including donor engagements or strategy sessions.
Assists in external relations and other activities as assigned, including logistics for donor meetings, and VIP visits and providing support for development activities.
Coordinates cross‑team communication and ensures deadlines are communicated.
Other Duties
Proactive self‑starter with initiative. Ability to maintain calm, positive demeanor in a frequently high‑paced work environment.
Creative problem‑solver; thinks on their feet.
Ability to develop and maintain effective working relationships with individuals at all levels of the organization as well as extended contacts.
Ability to effectively prioritize and assign work to others.
Tech‑savvy and resourceful
Required Qualifications
Bachelor's degree or equivalent work experience.
5-7+ years of related experience, preferably with 5+ years, supporting C+ Suite or similar executives.
Demonstrated ability to operate with a high degree of autonomy, discretion, professionalism and strategic judgment.
Experience with CRM systems (e.g., Salesforce, Raiser's Edge).
Advanced computer skills and strong content management systems (e.g., Box, SharePoint).
Proficiency with project management tools (Smartsheet, Planner, Trello, etc.) and ability to quickly build proficiency with new tools.
Demonstrated success in planning, organizing, and completing projects.
Strong communication skills, both written and verbal, with a high‑level of attention to detail.
Preferred Qualifications
Experience with fundraising or supporting fundraisers.
Experience with budget management.
Working Conditions
Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation
Monday through Friday, 8:00 AM – 5:00 PM on‑site work is the standard expectation for this position
May require additional hours during peak periods and special events.
Regular and consistent attendance is required in this job.
Must be eligible to work in the United States on a full‑time basis for any employer without sponsorship.
This position is based in Austin, Texas.
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Seniority level
Associate
Employment type
Full‑time
Job function
Administrative, Project Management, and General Business
Industries
Higher Education, Executive Offices, and Philanthropic Fundraising Services
#J-18808-Ljbffr
Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs and engineers.
The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.
Purpose The Executive Assistant and Operations Manager provides executive-level administrative and operational support to senior executives, ensuring the seamless function of a fast‑paced, high‑performing leadership office. The ideal candidate is detail‑oriented, highly organized, and adept at anticipating institutional needs.
Responsibilities Executive Support
Act as a strategic partner to AVP's, anticipating needs, managing priorities and supporting decision‑making.
Manage calendars, including scheduling meetings, appointments, and travel arrangements.
Draft executive‑level materials and communications with minimal direction.
Exercise a high level of discretion and sound judgment with confidential and sensitive information.
Provides back‑up administrative support for the VP Office.
Relationship Management
Assists with donor portfolio management, including tracking next steps for gift conversations, developing high‑quality donor‑facing materials, and supporting stewardship strategies.
Assists with vendor, contract, and MOU management.
Liaises with internal/external stakeholders on behalf of AVPs.
Organizational and Operational Management
Assists with tracking progress on strategic initiatives and budget oversight.
Develop and implement systems that improve workflow, communication and organizational efficiency.
Lead preparation and follow‑up for high‑stakes meetings, including donor engagements or strategy sessions.
Assists in external relations and other activities as assigned, including logistics for donor meetings, and VIP visits and providing support for development activities.
Coordinates cross‑team communication and ensures deadlines are communicated.
Other Duties
Proactive self‑starter with initiative. Ability to maintain calm, positive demeanor in a frequently high‑paced work environment.
Creative problem‑solver; thinks on their feet.
Ability to develop and maintain effective working relationships with individuals at all levels of the organization as well as extended contacts.
Ability to effectively prioritize and assign work to others.
Tech‑savvy and resourceful
Required Qualifications
Bachelor's degree or equivalent work experience.
5-7+ years of related experience, preferably with 5+ years, supporting C+ Suite or similar executives.
Demonstrated ability to operate with a high degree of autonomy, discretion, professionalism and strategic judgment.
Experience with CRM systems (e.g., Salesforce, Raiser's Edge).
Advanced computer skills and strong content management systems (e.g., Box, SharePoint).
Proficiency with project management tools (Smartsheet, Planner, Trello, etc.) and ability to quickly build proficiency with new tools.
Demonstrated success in planning, organizing, and completing projects.
Strong communication skills, both written and verbal, with a high‑level of attention to detail.
Preferred Qualifications
Experience with fundraising or supporting fundraisers.
Experience with budget management.
Working Conditions
Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation
Monday through Friday, 8:00 AM – 5:00 PM on‑site work is the standard expectation for this position
May require additional hours during peak periods and special events.
Regular and consistent attendance is required in this job.
Must be eligible to work in the United States on a full‑time basis for any employer without sponsorship.
This position is based in Austin, Texas.
Required Materials
Resume/CV
3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Seniority level
Associate
Employment type
Full‑time
Job function
Administrative, Project Management, and General Business
Industries
Higher Education, Executive Offices, and Philanthropic Fundraising Services
#J-18808-Ljbffr