Special Instructions to Applicants: All interested applicants should attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format. Please note that the applicant tracking system does not always convert attachments in Word format successfully. 

Position Summary:

The executive assistant is responsible for providing strategic administrative support to the associate vice president for Human Resources. In this position, the executive assistant anticipates the AVP’s needs, proactively solving problems and/or independently handling issues. The typical job duties for this position include calendar management, meeting preparation, preparing and editing presentations and communications, conducting research, coordinating meetings and events, and providing general office support, such as ordering office supplies, processing invoices, and managing the HR budget. 

Ideal Candidate Statement: 

The ideal candidate is an organized, proactive problem-solver who can manage multiple tasks and priorities with frequent interruptions. A strong customer service background and the ability to work well under pressure in a dynamic, fast-paced environment is also preferred. 

Workplace Requirements:

This position is exclusively on-site, necessitating all duties to be performed in person on the Rice Campus in the Cambridge Office Building. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range:

The proposed salary hiring range is $23.41 – 29.23 per hour. Non-exempt (hourly) positions under FLSA are eligible for overtime.

Minimum Requirements: 

• HS Diploma or equivalent.
• Three years of related administrative support experience.
  • In lieu of the experience requirement, additional related education, above and beyond what is required, may be substituted on an equivalent year-for-year basis. 

Skills: 

• Demonstrated administrative experience, including advanced computer skills and experience with office software and email applications.
• Excellent verbal and written communication skills, including editing and proofreading.
• Excellent planning and organizational skills.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Demonstrated ability to perform duties with high professionalism, flexibility, discretion, judgment, diplomacy, and tact.
• Ability to multi-task, adapt to changing priorities and meet deadlines.
• Ability to monitor and report on the HR budget status.

Essential Functions:

• Manages the AVP’s calendar, schedules and coordinates meetings, resolves calendaring conflicts, and works with the AVP to make updates to the calendar and commit time based upon AVP's priorities.
• Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the AVP informed of all matters requiring their attention.
• Composes correspondence; develops, reviews, and edits presentations and documentation; independently researches and analyzes associated issues and/or compiles materials needed for presentation and/or decision-making purposes.
• Manages multiple projects simultaneously.
• Anticipates and tracks initial dates, events, and associated action items; follows up with appropriate parties on behalf of the supervisor to ensure deadlines are met.
• Performs all other duties as assigned.

Additional Functions:

• Provide administrative support to HR directors as needed, including scheduling, coordinating meetings, assisting with events, conducting research, and assisting with special projects.
• Initiates, processes, and monitors financial transactions, including resolving discrepancies.
• Maintains office supplies and equipment, obtaining quotes and placing orders as needed.
• Coordinates office moves and HR office maintenance.
• Drafts, edits, and reviews departmental communications, including website updates.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits-overview

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels. It considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.