Executive Assistant to the Vice Chancellor

Executive Administrative Assistant

The Executive Administrative Assistant provides comprehensive support to C-suite executives, ensuring the smooth and efficient operation of the executive office. This role involves high-level administrative tasks, strategic project support, and acting as a gatekeeper. The Executive Administrative Assistant must be highly organized, proactive, and capable of managing multiple complex tasks. The successful candidate will utilize a broad range of administrative and computer skills and will be comfortable and professional when handling confidential or sensitive information. This individual must also possess a demonstrated ability to interact with a wide range of personnel at all levels.

Essential Functions :

Demonstrates TSTC Core Values of Excellence, Accountability, Service, and Integrity with internal and external stakeholders, customers, students, and members of the community.

The day to day responsibilities will include :

• Compose, type, and edit a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• Manage calendars, schedule meetings and appointments, coordinate travel arrangements, prepare itineraries, and plan and coordinate meetings.
• Prepare travel expense reimbursements and efficiently prepare the executive for upcoming events, meetings, and agenda tasks.
• Work progressively and proactively to keep up with the fast pace of the office and schedule.
• Organize and maintain files to facilitate effective operations and coordinate record retention for paper and electronic files.
• Exercise professionalism and punctuality while assisting and representing the executive office.
• Audit incoming correspondence for time-sensitive and confidential matters. Compose and respond to correspondence, including electronic mail as requested.
• Exercise independent judgment and confidentiality in assisting with administrative details and coordinating the technical and secretarial functions of the office.
• Provide strategic project support and contribute to the development and implementation of departmental projects.

Education / Experience / Skills / Knowledge :

Bachelor's degree preferred; OR Associate's degree plus six years of related experience.

Minimum of three years professional-level administrative staff experience, requiring superior writing skills, superior communication skills, and development of recommendations (Experience can be converted on the basis of two years related experience equivalent to one year of education).

Advanced knowledge and proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook). Excellent interpersonal communication skills and public speaking ability. Demonstrated organizational skills and ability to manage the demands of the executive office.

Knowledge of community resources and relationships. Supervisory experience and work experience in an institution of higher education are desirable. Effective time management skills.

We are looking for someone who has the abilities below in addition to other stated qualifications : Ability to compose comprehensive and concise reports, correspondence, and informational materials on a wide variety of subjects using written, oral, and visual formats and techniques. Ability to exercise the authority of the position with diplomacy, honesty, integrity, humor, and tact. Ability to exercise initiative, discretion, and critical judgment. Ability to anticipate conditions, plan ahead, establish priorities, and meet schedules. Ability to work independently with minimal direction and under strict deadlines, exercising good judgment in recognizing the scope of authority and care in administrative detail.

Equal Opportunity Employer

Texas State Technical College (TSTC), as an equal opportunity employer, complies with all applicable federal and state laws regarding nondiscrimination. TSTC 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.

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 TSTC.

Background Checks

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