Executive Assistant to the Director

University of Texas at Austin - Austin, TX

Job Posting Title:
Executive Assistant to the Director

Hiring Department:
Jack S Blanton Museum of Art

Position Open To:
All Applicants

Weekly Scheduled Hours:

FLSA Status:

Earliest Start Date:
Oct 15, 2019

Position Duration:
Expected to Continue


Job Description:
To provide administrative support to the Museum Director. This includes organizing, planning, scheduling and maintaining calendar, answering phones and drafting correspondence. Also responsible for drafting and disseminating information on behalf of the Director and responding to internal and external inquiries about the museum's activities. Other specific responsibilities include communicating with board members and other leadership donors, scheduling meetings with museum staff and outside parties, drafting traditional and electronic correspondence, screening calls, managing other special projects as needed and serving as a resource to the Director's Office as a whole.

Job Details:
General Notes
May be required to work some evenings and weekends during peak times or special events that require the Director's attendance.

Serve as main point of contact for the Director for both internal and external constituents, prioritize and make complex decisions with minimal supervision.
Administrative support for the Director including maintenance of calendar, scheduling and coordinating travel and expenses, contact management and personal assistance as needed.
Gather meeting preparations and reports for the Director in a timely manner.
Draft and edit correspondence and reports, respond to mail, field inquiries from board members, VIPs, university leadership, donors and others as assigned.
Work closely with the museum's development team to prioritize and maximize Director's 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.
Manage project flow and approval process for various staff who report to the Director.
Make travel arrangements and process financial reimbursements for the Director and other staff.
Maintain thorough records and files.
Manage specific special projects including event planning, data collection and research, arranging group meetings and other projects as assigned.
Assist with general office functions such as timekeeping, phone support, escorting guests, office cleanliness, etc.
Other related functions as assigned.
Required Qualifications
Bachelor's degree with five years of clerical experience, including two years of experience at either the Administrative Associate or the Senior Administrative Associate level.
High school graduation or GED with nine years of clerical experience, including two years of experience at either the Administrative Associate or the Senior Administrative Associate level.
Strong written and verbal communication skills.
Professionalism and ability to communicate with sensitivity and discretion to high-level donors and leaders in the community.
Demonstrated ability to work with highly confidential information.
Exceptional attention to detail and demonstrated ability to manage effectively multiple tasks with frequent interruptions.
Experience providing excellent customer service in a professional and courteous manner.
Demonstrated ability to work quickly and accurately.
Demonstrated ability to prioritize and work well under stress in a multi-task, fast-paced work environment and under strict deadlines.
Experience working both as a collaborative team member and independently.
Self-starter with excellent problem solving skills who is able to work with minimal supervision.
Excellent work-related skills (punctuality, attendance).
Relevant education and experience may be substituted as appropriate.

Preferred Qualifications
Bachelor's degree in business administration, English or an advanced degree.
Museum experience or art history background.
Knowledge of University operations.
Salary Range
$42,000 - $60,000 annually

Working Conditions
May work around standard office conditions.

Repetitive use of a keyboard at a workstation.

Required Materials

3 work references with their contact information; at least one reference should be from a supervisor
Letter of interest
Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.


Employment Eligibility:
Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility:
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks:
A criminal history background check will be required for finalist(s) under consideration for this position.


Equal Opportunity Employer:
The University of Texas at Austin, as an equal opportunity/affirmative action employer , complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.


Pay Transparency:
The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.


Employment Eligibility Verification:
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.


The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197.