Job Information
UNIVERSITY OF TEXAS AT AUSTIN Executive Assistant to the Director in Austin, Texas
Schedules and maintains the Directors executive-level calendar.Serves as main point of contact for the Director for both internal and external constituents, prioritizes and make complex decisions with minimal supervision.Arranges meetings (internal and external), prepares meeting agendas, and manages follow-up activities (including drafting of minutes, managing next steps, and distribution of relevant materials.)Meets regularly with the Executive Project Manager to strategize and report on key Directors Office priorities managed by the Executive Assistant, including overseeing monthly museum All-Staff meetings and other group meetings involving the Director, identifying external stakeholders for Director to engage, and communicating with colleagues and stakeholders to advance initiatives.Works closely and frequently with the museums development team to prioritize and maximize Directors role in fundraising and high-level donor relationships, which may include scheduling donor meetings, drafting emails, preparing the Director for related events, assisting development team with follow-up, and other key support.Responsible for understanding and managing constituent data for key VIPs across a variety of areas, from foundations and donors to community leaders; generate contact reports as needed.Manages project flow and approval process for various staff who report to the director.Manages communications to and from general e-mail address.Takes dictation, prepares, proofreads, and edits correspondence, reports, speeches, publications, and other director communications.Manages Directors incoming mail and correspondence from other departments including reading, proofreading, and prioritizing.Creates travel plan proposals and itineraries and makes travel arrangements. Processes financial disbursements for director and other staff.Maintains print and digital records and files.Assists with special projects (including data collection, events, arranging group meetings).Refers pertinent information to the director and the museum staff and coordinates work with other museum and campus departments.Other related functions as assigned.Additional RequirementsMay be required to work some evenings and weekends during peak times or special events that require the Director's attendance and/or coordination with Development staff.