Executive Assistant - Legislative Affairs **Galveston, Texas, United States** Clerical & Administrative Support UTMB Health Requisition # 2502449 **Minimum Qualifications:** Bachelor’s degree or equivalent and a minimum of five years of experience working in a demanding executive environment. **Preferred Qualifications:** + Extensive Microsoft Outlook calendar experience. + Previous UTMB experience and familiarity with UTMB policies and practices. + Familiarity with PeopleSoft FMS, specifically travel authorizations and expense reimbursements, (Non-PO) vouchers, and purchase orders. + Kronos time manager experience. **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 staff, 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:** Partial Remote to be determined by the department. Monday through Friday, 8 am to 5 pm, and 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