Executive Administrator at Rice University in Houston, Texas

Job Description:

Special Instructions to Applicants: All interested applicants should attach a cover letter and a resume in the Supporting Documents section of the application. We suggest the documents be in a PDF format to avoid formatting issues.

About Rice

Boasting a 300-acre tree-lined campus in Houston, Texas, 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.

Rice is also a wonderful place to work. Rice faculty, staff, and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice's culture. They come through in how we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name - RICE - Responsibility, Integrity, Community and Excellence.

Position Summary

Rice University's endowment, valued at approximately $8 billion, is ranked in the top 20 endowments of private research universities (by market value) in the US. The endowment is critical to the university's ability to achieve its goals; the annual distribution funds nearly half of the university's annual operating budget. The Rice Management Company (RMC) is responsible for asset allocation, the selection and termination of investment managers, performance monitoring, and reporting to the Rice Management Company Board of Directors. The goal of the RMC is to provide a stable source of funding for current university operations and to preserve & grow the purchasing power of the endowment to benefit future generations of students. The endowment primarily utilizes outside investment managers and invests globally across all asset classes.

The Executive Administrator provides advanced, diversified administrative and project support to the Chief Operating Officer (COO) at Rice Management Company (RMC). The Executive Administrator plays a critical role in ensuring the efficient operation of the team by coordinating schedules, managing deadlines, and facilitating internal and external communication. This role works closely with the COO and Division Manager to manage talent management-related functions. The Executive Administrator acts as a representative of the team, maintaining a high level of professionalism in all interactions.

The ideal candidate has a bachelor's degree, and 4+ years of prior experience in senior executive support, works proficiently with technology, manages needs proactively, and is skilled at writing professional correspondence.

Workplace Requirements

This position is exclusively on-site, necessitating all duties to be performed in person. Per Rice policy 440 , work arrangements may be subject to change.

This is a full-time, benefits-eligible position, and the salary will be commensurate with experience and qualifications. *Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements

• Bachelor's degree
• 
  4+ years' of experience in senior executive support
  
  
  • 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:
  
  
  • Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) and video conferencing software
  • Excellent verbal and written communication skills, including editing and proofreading
  • Strong planning, organizational, and analytical skills
  • Demonstrated ability to handle sensitive issues and maintain confidentiality
  • Ability to build positive working relationships and gain trust and respect across internal and external constituencies
  • Contextual understanding of the executive's role within the university framework
  • Demonstrated professionalism, flexibility, discretion, judgment, diplomacy, and tact
  • Ability to manage multiple priorities and time-sensitive projects with varied deadlines
  • Ability to accomplish goals through formal and informal channels with diplomacy and tact
  • Demonstrated creativity, problem solving, critical analysis, initiative, and decision-making skills
  • Ability to develop and meet budget goals
  • Strong knowledge of relevant subject matter
  
  

Preferences

• Experience as an executive assistant within a corporate environment, investment firm, and/or banking/financial industry
• Ability to multi-task, adapt to changing priorities, and meet deadlines
• Advanced computer skills and demonstrated experience with office software and email applications

Essential Functions

• Coordinates the executive's activities, including management of a complex calendar, travel arrangements, and associated logistics
• Independently allocates the executive's time to individuals seeking access based on a comprehensive understanding of the executive's priorities, needs, and role within the university framework
• Independently prioritizes, plans, coordinates, and/or oversees logistics for meetings with individuals and entities internal and external to the university
• Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the executive informed of all matters requiring their attention
• Composes correspondence; develops, reviews, and edits presentations and documentation; independently researches and analyzes associated issues and/or compiles materials needed for presentation and/or decision-making purposes
• Oversees and/or manages multiple projects; anticipates and tracks critical dates, events, and organizational issues for the executive; follows up with appropriate parties to ensure deadlines are met
• Manages expense reporting for executives
• Supports meetings held at RMC by reserving meeting space, greeting visitors, and ensuring all necessary resources and technology are available for successful meeting execution.
• Performs all other duties as assigned

Additional Functions

• Initiates talent management/HR system transactions, including creating and updating positions, assisting with job postings, initiating offer approvals, etc.
• Schedules open position interviews, assists with candidate communications, and may assist with external recruiter interaction
• May conduct initial resume and candidate phone screenings
• Maintains recruiting records, including hiring meeting notes, communications with hiring manager(s), recruiting status reports, and provides regular status updates
• Assists with additional talent functions such as onboarding new employees, coordinating internship programs, special projects, etc.
• Supports the operations team in navigating resources within the university, and may serve on committees or working groups for special projects, university-wide initiatives, or similar administrative functions
• Collaborates with others to provide event planning, project support, and backup assistance for other administrative and executive assistants
• Manages expense and invoice reporting for the team

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.

Rice University is committed to ensuring Equal Employment Opportunity and the full inclusion of all qualified persons in the workplace. This commitment includes providing reasonable accommodations to persons with disabilities. For applicants with disabilities who require a reasonable accommodation for any part of the application or hiring process, please contact Rice University's Disability Resource Center at 713-348-5841 or adarice@rice.edu for support.

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