Executive Assistant - Office of the Chancellor

Job Summary:

The Executive Assistant is responsible for providing high-level administrative support to the operations of the Chancellor’s Office and creating a positive corporate image for all visitors.

Duties & Essential Job Functions:

1. Manages daily operations of the Office of the Chancellor by relieving the Chancellor, Chancellor Emeritus, Chief of Staff, Deputy Chief of Staff and Director of Executive Operations of various administrative duties, many involving confidentiality, public records, public relations, coordinating calendars, maintaining printed materials, and screening of phone calls and visitors.
2. Maintains department schedules by keeping calendars for department personnel; arranging meetings, conference, teleconferences, and travel.
3. Facilitates the daily activities of the office by coordinating visitor logistics and providing internal support related to scheduled visits; answering or directing inquires; providing assistance to the department staff for projects and scheduled activities, scheduling and setting priorities; and preparing correspondence; reviewing invoices, authorizing and processing payments.
4. Assists with budget planning of programs as noted and budget management for the Chancellor’s Office as needed.
5. Assists with the preparation for and execution of Board of Trustees meetings, including preparing, reviewing, and loading of documents into the board portal.
6. Manages incoming/outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or person for outgoing communications. Maintains a daily log of incoming mail and manage outgoing mailings.
7. Serves as point of contact for general office supply needs. Manage procurement of office supplies, stationary, beverages and snacks; monitors inventory levels and provides timely replenishment.
8. Coordinates and oversees scheduling of conference rooms; assist with room set up for meetings as needed.
9. Facilitates the work of the Office of the Chancellor by keeping updated internal phone list and office staff contact lists; prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
10. Provides supervision, orientation, and training of student workers, processes new hire paperwork; creates work schedules; approves hours through Frog Time according to schedule. Ensures consistent staffing at front desk and provides coverage when necessary to maintain seamless office operations. Oversees daily workflow assignments of student workers.
11. Facilitates opening and closing procedures for the office.
12. Serves as backup to Executive Assistant to Chancellor Emeritus, providing administrative support as needed.
13. Performs other related duties as assigned.

Required Education & Experience:

• Bachelor's degree and 5 plus years of progressively responsible experience in general office management.
OR
• High school diploma or GED and 9 plus years of progressively responsible experience in general office management.

Preferred Education & Experience:

• None

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of budget process and bookkeeping/record -keeping techniques.
• Knowledge of TCU community, organization structure, policies, and procedures.
• Skill in Microsoft Windows, Microsoft Office, Microsoft Teams and PeopleSoft.
• Ability to manage multiple projects and meet deadlines.
• Ability to evaluate and take independent action to improve operations manage multiple projects and meet deadlines.
• Ability to screen calls and visitors and direct them through proper channels to address their needs and/or independently gather information on confidential issues that must be addressed at the Vice Chancellor level.
• Ability to clearly communicate information.
• Ability to draft grammatically correct correspondence.

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 Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.
• This is an on-campus and in-person role.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.