Job Summary:

The Executive Assistant is responsible for managing and supporting the general administrative operations for the University Strategy & Innovation Office. The Executive Assistant is responsible for planning, supporting and assisting with various administrative duties, many confidential in nature. This position is also responsible for assisting with special projects, drafting correspondence, managing the calendar, scheduling appointments, and processing budget.

Duties & Essential Job Functions:

1. Manages daily operation of the office by relieving the Office of Strategy & Innovation staff of various administrative duties, involving confidentiality, public records and public relations, coordinating and keeping calendars; assisting with preparation of materials for presentations; monitors all departmental projects and tracks progress and deadlines; works with staff to plan and execute events.
2. 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; collecting and analyzing information and initiating telecommunications; reporting to executive regarding results of analyses and research; briefing executive on daily events and projects; ensuring executive has up to the minute knowledge of project timelines and status; processing budget; Reads, interprets, and prepares information reports, technical reports, electronic communications, briefings and other data.
3. Facilitates department projects by monitoring time and date requirements, funding and student-worker staffing; implementing plan and schedule changes; communicating status changes with team members; coordinating resource availability with requests; maintaining calendars; monitoring time and date requirements; reporting project status, needs, and outcomes to executive and staff on regular basis.
4. Manages office services by controlling correspondence; maintaining filing systems; reviewing and approving supply requisitions; planning and implementing office systems, layouts, and equipment procurement, maintaining inventory of office supplies and scheduling repairs and maintenance of facilities and equipment.
5. Assists with planning and arranging meetings, conference, teleconferences, and travel as needed; coordinating catering and logistics associated with meetings and programs; tracking responses accordingly.
6. Manages financial processes, including processing of invoices, requisitions, purchase orders, travel approvals, contracts, etc.; assists staff with budget monitoring and reporting, when requested.
7. Serves as a primary contact for preparing and delivering required materials for Board of Trustees meeting with a high level of accuracy; collaborates with the central Office of the Chancellor team.
8. 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:

• Experience with PeopleSoft.
• Experience working within Higher Education.

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, PeopleSoft, SAP Concur and Jaggaer administration.
• Ability to manage multiple projects and meet deadlines with a high level of accuracy and effectiveness in a fast-paced environment.
• 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.
• Ability to clearly communicate information.
• Ability to draft grammatically correct correspondence.
• Ability to communicate effectively both orally and in writing with a wide range of audiences.
• Ability to maintain confidentiality.

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.
• 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.

AA/EEO Statement:

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.