Executive Assistant

Job Posting Title:

Executive Assistant

Hiring Department:

Enrollment Management

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Exempt from FLSA

Earliest Start Date:

Immediately

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

General Notes

The Assistant to the Senior Vice Provost (SVP) for Strategic Enrollment Management (SEM) provides high-level, trusted, and confidential executive support to the SVP and serves as a key extension of the SVP’s office. Reporting directly to the Senior Vice Provost, this role is responsible for managing the SVP’s calendar, schedule, and meeting coordination; ensuring the smooth operation of the SVP’s office; and providing flexible administrative, operational, and project support across the Strategic Enrollment Management portfolio as determined by the SVP.

Purpose

This position requires exceptional professionalism, sound judgment, discretion, and the ability to anticipate needs and manage competing priorities in a complex, fast-paced academic environment. The Assistant to the SVP is expected to handle highly sensitive information with the highest level of trust and confidentiality and to represent the SVP and the SEM portfolio with professionalism and integrity.

Responsibilities

Executive Support and Confidentiality

• Serve as a highly trusted and confidential assistant to the Senior Vice Provost, exercising discretion and sound judgment in handling sensitive information, communications, and materials.
• Represent the SVP’s office with professionalism, diplomacy, and attention to institutional priorities in all interactions with internal and external stakeholders.
• Draft, review, and manage correspondence and materials on behalf of the SVP, ensuring accuracy, clarity, and alignment with University and SEM policies.
  
  
  

Calendar, Schedule, and Meeting Coordination

• Manage the SVP’s complex calendar and schedule, independently prioritizing requests and coordinating meetings in alignment with institutional, portfolio, and executive priorities.
• Coordinate logistics for meetings, briefings, and events, including preparation of agendas and materials, scheduling participants, and managing follow-up actions.
• Track action items, deadlines, and requests requiring SVP attention to support timely decision-making and follow-through.
  
  
  

Portfolio and Liaison Support

• Serve as a primary point of contact and liaison between the SVP’s office and SEM units, University leadership, campus partners, and external constituents.
• Provide administrative, operational, and project-based support across the Strategic Enrollment Management portfolio in whatever capacity is determined by the SVP.
• Support SVP-led initiatives, special projects, and time-sensitive priorities that advance enrollment, access, and student success goals.
  
  
  

Office Operations and Administrative Management

• Oversee day-to-day administrative operations of the SVP’s office, coordinating with University support offices as needed.
• Assist with purchases, contracts, reimbursements, and documentation related to SEM activities, ensuring compliance with University policies.
• Coordinate travel arrangements for the SVP and other SEM leadership as assigned, including registrations, accommodations, and reimbursements.
• Support planning and execution of portfolio-wide meetings, retreats, and events.
  
  
  

Collaboration and Coordination

• Work closely with administrative staff across SEM units to support coordination, communication, and alignment of portfolio activities.
• Facilitate effective information flow between the SVP’s office and SEM units to support execution of priorities and initiatives.
  
  
  

Required Qualifications

• Bachelor’s degree and five years' experience, or an equivalent combination of education and relevant experience.
• Significant experience providing high-level executive or administrative support to senior leadership, preferably in a complex organization.
• Demonstrated ability to handle highly sensitive and confidential information with discretion and professionalism.
• Exceptional organizational, prioritization, and time management skills.
• Strong written and verbal communication skills, including the ability to communicate effectively on behalf of senior leadership.
• Proficiency with standard office productivity and calendaring tools (e.g., Outlook, Word, Excel, Teams).
  
  
  

Preferred Qualifications

• Experience supporting senior leadership within a university or large public institution.
• Familiarity with enrollment management, admissions, financial aid, or student services operations.
• Demonstrated ability to anticipate needs, work independently, and adapt to changing priorities.
  
  
  

Key Competencies

• Trustworthiness, discretion, and integrity
• Professionalism and sound judgment
• Initiative and proactive problem-solving
• Flexibility and adaptability
• Attention to detail and follow-through
• Strong interpersonal and relationship-management skills
  
  
  

Salary Range

$85,000 depending on qualifications

Working Conditions

• This position operates in a professional office environment and may require flexibility in work hours to support executive schedules, deadlines, and critical events.
• May work around standard office conditions
• Repetitive use of a keyboard at a workstation
• Additional hours during peak periods as needed
  
  
  

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest
  
  
  

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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.

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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.

Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.