Executive Assistant for Vice Chancellor of Marketing & Communications
Texas Christian University
Location: Fort Worth, Texas
Internal Number: 498206
The Executive Assistant is responsible for managing and supporting general operations for the Vice Chancellor of Marketing & Communication including planning and coordinating meetings and events on behalf of the Vice Chancellor as well as the division. The Executive Assistant assists with various administrative duties, many confidential in nature. This position is also responsible for assisting with special projects, drafting correspondence, managing the calendar, and scheduling appointments. The ideal candidate can manage a large, diverse workload, prioritize tasks, and meet deadlines in a fast-paced environment.
Duties & Essential Job Functions:
1. Manages daily operation of the office by relieving the Vice Chancellor, Associate and Assistant Vice Chancellor of various administrative duties, involving confidentiality, public records, coordinating and keeping calendars; assisting with preparation of materials for presentations; provides guidance and information to all unit heads within division; monitors all departmental projects and tracks progress and deadlines; planning events sponsored by the Vice Chancellor, Associate and Assistant Vice Chancellor. 2. Manages public relations by welcoming and informing visitors, customers, constituents and colleagues in person or on the telephone; answering or referring inquires, providing information and assistance regarding department functions. 3. Manages personnel actions by preparing memos, appointment letters, salary letters; preparing and maintaining personnel action forms, termination records; ensures adherence to university’s sensitive personal information policies and procedures. 4. Maintains department schedules by setting priorities and keeping calendars for personnel, arranging meetings, conferences, teleconferences and travel. preparing correspondence; reviewing invoices. 5. Assists with the preparation for and execution of Board of Trustee meetings as needed, including preparing, reviewing, and loading of documents into Diligent Board books. 6. Facilitates group meetings for the Vice Chancellor by scheduling meetings, overseeing preparation of materials, developing timelines as requested for projects and assigning them to participants; monitoring deadlines to assume project tasks are completed. 7. Anticipates needs of and ensures executive has up to the minute knowledge of issues and projects as well as requisite materials, documents and reports by reading, researching, interpreting, updating, drafting, editing, and submitting information reports; maintains master file of all reports; briefing executive on daily projects and events. Reads, interprets and prepares information reports. 8. Manages office services by controlling correspondence, maintaining filing systems, reviewing and approving supply purchases; planning and implementing office systems, layouts and equipment procurement; maintaining inventory of office supplies and scheduling repairs and maintenance of facilities and equipment. 9. Performs other duties as assigned.
Required Education & Experience:
• Bachelor’s degree and 5 years of progressively responsible experience in office management OR • High School diploma or GED and 9 years of progressively responsible experience in office management
• Knowledge of TCU community, organizational structure, policies and procedures • Skill in Microsoft Windows and Office, specifically for reports and written documents • Skill in the use of standard office equipment (i.e., multifunctional copiers, telephone systems, computers) • Skill in customer service with ability to respond to requests appropriately and accurately • Skill in oral and written communication, with special attention to spelling and grammar • Skill in organization with a keen eye for detail and the ability to multitask • Ability to manage and prioritize multiple projects and deadlines • Ability to screen calls and visitors and direct them through relevant channels to address needs and/or independently gather information on confidential issues • Ability to act as gatekeeper and escalate relevant information as needed • Ability to exercise sound judgment to make decisions • Ability to collaborate and work well with people throughout all levels of the organization with diplomacy and tact • Ability to work maintain calm and effectiveness in a dynamic environment
TCU Core Competencies:
University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.
Physical Requirements (With or Without Accommodations):
• Visual acuity to read information from computer screens, forms and other printed materials and information. • Able to speak (enunciate) clearly in conversation and general communication. • Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions. • Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting. • Lifting and moving objects and equipment up to 10 lbs.
• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours. • This role is an on-campus, in-person position. • There are no harmful environmental conditions present for this job. • The noise level in this work environment is usually moderate.
As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law.
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