Senior Executive Assistant at Rice University in Houston, Texas

Job Description:

Special Instructions to Applicants: To apply, please provide a resumé and a letter of interest outlining your skills and qualifications and how they align with this position at Rice Architecture in the Supporting Documents section of the application, preferably in a PDF format , to avoid any formatting issues. Please also provide three professional references.

Position Summary

The Rice University School of Architecture seeks a senior executive assistant to provide high-level administrative support for the Office of the Dean, allowing the Dean to use his time effectively and efficiently to accomplish the school's broad goals and objectives. The senior executive assistant engages multiple stakeholders on behalf of the Dean, such as faculty, staff, students, alumni, parents, friends of the school, and community partners. They execute diverse administrative tasks and build relationships to accomplish various functions in the Dean's Office. They manage the dean's schedule, calendars, communications, and constituent engagement events. This role collaborates with the Director of Development and the school's events team to support strategic goals and projects, fostering Rice Architecture's reputation as a premier program. The senior executive assistant will uphold professionalism, discretion, efficiency, and attention to detail consistent with Rice Architecture's values.

The ideal candidate possesses strong organizational skills, time and task management, detail focus, professionalism, discretion, and relationship-building skills. They will also bring exemplary oral and written communication skills, including the capacity to write, edit, and help develop and execute communication briefs, presentations, and reports across various digital platforms. We seek a highly motivated colleague who can thrive in a creative, fast-paced environment and deliver results while working on multiple tasks and deadlines. Work is performed autonomously and, at times, without specific instructions or prescribed procedures and with delegated authority to exercise discretion and judgment regarding matters of significance on behalf of the dean.

This position is exclusively on-site, necessitating all duties to be performed in person at Anderson Hall from Monday through Friday, from 8:30 a.m. to 5 p.m., occasional evenings. Per Rice policy 440 , work arrangements may be subject to change.

This is a full-time, exempt, benefits-eligible position. *Exempt (salaried) positions under FLSA are not eligible for overtime.

Requirements

• 
  Bachelor's Degree
  
  
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted
  
  
• 2 years of professional administrative experience providing support to director or executive-level positions
  
  
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted
  
  
• Skills
  
  
  • Excellent verbal and written communication skills, including editing and proofreading
  • Excellent planning and organizational skills
  • Demonstrated ability to handle sensitive issues and maintain confidentiality
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
  • Contextual understanding of the executive's role within the university framework
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact
  • Ability to multi-task, adapt to changing priorities, and meet deadlines
  • Advanced computer skills and demonstrated experience with office software and email applications
  
  

Preferences

• 5 years of professional, executive-level administrative support experience
• Advanced degree (M.A., M.Sc., or similar)
• Experience working in higher education
• Experience coordinating programs and/or events in an educational or non-profit organization

Essential Functions

• Provides high-level and diverse administrative and project-related support directly to the vice president; develops briefings, itineraries, and agendas.
• Problem-solves, identifies priorities to ensure critical issues are addressed promptly, and suggests and implements changes; coordinates travel plans, itineraries, and agendas; manages the VP's communications and schedules calendar, coordinates meetings and prepares meeting materials
• Provides advanced and complex support to the vice president and is responsible for managing and prioritizing a wide range of projects and timelines, including establishing objectives and performing the associated research, and writing multifaceted and sensitive communications
• Serves as the executive's liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the executive informed of all matters requiring his / her attention
• Organizes and maintains the workings of the executive's office
• Takes responsibility for filing systems and ensuring all pertinent information and supporting materials are retained
• Directs staff to perform various tasks and assignments
• May also supervise staff
• Performs all other duties as assigned

Additional Functions

• Coordinates the dean's activities, events, and meetings, including meeting arrangements, space reservations, preparation and coordination, and various modes of correspondence
• Uses excellent judgment to help manage the dean's time based on an in-depth understanding of priorities, needs, and preferences
• Able to anticipate needs and proactively plan ways to resolve
• Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the dean informed of all matters that require attention
• Composes communication and correspondence with an understanding and intuition for tone, audience, and urgency
• Able to create, develop, review, and edit presentations and documentation
• Independently researches and analyzes associated issues and compiles materials needed for presentation and decision-making purposes
• Oversees and manages multiple projects; anticipates and tracks critical dates, events, and organizational issues for the dean; follows up with appropriate parties to ensure deadlines are met
• Plans and organizes dean's events, including faculty and staff meetings, business meetings and entertainment, advisory council meetings, etc.
• Drafts and tracks stewardship correspondence and documents all relevant interactions in a customer relationship management (CRM) program
• Processes dean and director of development expenses
• Serves as the initial point of contact for all visitors and guests to the dean's office suite; maintains a welcoming and clean space in the reception area
• Performs all other duties as assigned

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

Rice Mission and Values: Mission and Values | Rice University

Rice University is an Equal Opportunity Employer committed to diversity at all levels and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.

About Us

Boasting a 300-acre tree-lined campus in Houston, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

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