Executive Assistant - Audit Services

Executive Assistant - Audit Services

• Galveston, Texas, United States
• New•Clerical & Administrative Support UTMB Health Requisition # 2603045 •

Minimum Qualifications:

• Bachelor's degree or equivalent and a minimum of five years of experience working in a demanding executive environment.

• Preferred Qualifications:

• + Relevant experience in a healthcare or academic institution. + Bachelor's degree

• Job Summary:

• Serves as an extension of the vice president, providing a broad range of administrative services to support the goals of the department and the enterprise area, as well as the overall mission of the university.
• Job Duties
• : •

Administrative Support:

• + Serves as the first point of contact and represents the executive in a positive and highly professional manner.

+ Manages multiple, competing priorities and deadlines expeditiously and with considerable discretion and judgment. + Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive, and/or confidential information. + Manages the executive's calendar and schedule, while preserving time in the calendar for strategic planning, as needed. + Prepares the executive for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the executive. + Plans, prepares, and oversees all aspects of meetings for the executive, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual support, etc. + Researches, assembles, and develops various presentations, projects, and reports for the executive. + Participates in budget planning and development activities. + Manages the vice president's travel schedule, arrangements, and reimbursement. + Procures equipment and supplies needed by the executive and staff + Initiates or drafts responses to various issues on behalf of the executive and proofreads all materials to ensure accuracy. + Triages phone calls, mail, email, and other communiques with executives, direct reports, and staff members at the direction of the vice president. + Manages routine administrative tasks for the vice president's office, as assigned.

Examples may include:

timekeeping, ordering supplies, processing invoices, filing reports, managing special projects, etc. + Interprets and executes rules, regulations, and policies, as applicable, and adheres to internal controls established by the department. + Works cooperatively and collaboratively with other executives and staff members to create a high-functioning team that sets and achieves goals.

• Customer Relations:

• + Models exemplary customer service both within and outside the organization.

+ Interacts routinely with other UTMB executives and their staffs, departmental chairs, administrators, direct reports, and the general employee population, exhibiting the highest level of responsiveness and customer service. + Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors, and others, exhibiting the highest level of responsiveness and customer service.

• Technical Skills:

• + Creates, edits, and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint, and Excel. + Demonstrates proficiency in PeopleSoft systems. + Exhibits a willingness and aptitude for learning new computer software and other specified administrative systems, as required, to support the goals of the organization.

• Marginal or Periodic Job Functions:

• + Works additional hours to ensure that deadlines are met and that the executive has a weekly prospective view of the upcoming week's deadlines. + May be required to accompany the vice president to meetings throughout the campus and coordinate visits to or tours of UTMB. + Performs related duties as required.

• Salary Range:

• Actual salary commensurate with experience.

• Work Schedule:

• This position is partially remote; however, the individual must be readily available to travel to attend meetings and other work-related in-person activities as needed. Monday through Friday, 8 am to 5 pm, and also as needed on occasion.
• Equal Employment Opportunity
• UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law.

As a Federal Contractor, UTMB Health takes affirmative action to hire and advance protected veterans and individuals with disabilities. Compensation