Executive Assistant

Job Posting Title:

Executive Assistant - Lady Bird Johnson Wildflower Center

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Hiring Department:

Lady Bird Johnson Wildflower Center

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt from FLSA

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

JOHNSON WILDFLOWER CENTER

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Job Details:

General Notes

The University of Texas at Austin Lady Bird Johnson Wildflower Center is committed to inspiring the conservation and cultivation of native plants through its gardens and programs. The Wildflower Center is the state botanic garden of Texas, a treasured Austin gem, and a national leader in the field of native plant education, gardening, sustainable landscapes, land restoration, plant conservation and research. It is home to the largest living collection of Texas native plants, welcomes 300,000 visitors annually, has over 18,000 member households and reaches more than 2 million people per year through its popular native plant database. The Center envisions thriving, native plant landscapes everywhere that nurture wildlife, uplift communities, and ensure ecological resilience for generations.

Wildflower Center staff are University of Texas at Austin employees receiving all associated benefits as well as an annual membership to the Center, discounts on Center classes, access to Wildflower Center events, and discounts at the Shop and Gallery. An inspiring, collaborative and beautiful work environment with outstanding coworkers awaits you.

Purpose

The Executive Assistant provides high-level support to the Executive Director of the Lady Bird Johnson Wildflower Center and plays a critical role in ensuring the efficient operations of the Center and its leadership team. This role supports the operational processes of the Center’s eight teams, coordinating and managing cross-team projects. The Executive Assistant is responsible for managing the planning and execution of executive-level events and serving as a liaison with donors. The role involves managing calendars and schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to ensure the Executive Director’s efficiency and effectiveness.

Responsibilities

• Provide direct support to the Executive Director and members of the leadership team. Maintain accurate tracking of leadership team activities, meetings, events, and follow-ups. Coordinate activities that have a center-wide impact, including leadership team meetings, strategic planning retreats, all-staff meetings, staff engagement events, special initiatives and committee meetings. Assist with internal and external communications including meeting minutes, as directed. Arrange travel and submit reimbursement forms for the Executive Director.
• Provide complex calendar management for the Executive Director and initiate the scheduling of meeting and events on their behalf as needed. Exercise independent judgment in prioritizing requests, resolving scheduling conflicts, managing sensitive information, and representing executive priorities to internal and external stakeholders. Draft and manage email communications and responses on behalf of the Executive Director when appropriate. Screen and prioritize incoming requests and inquiries, responding or redirecting as necessary. Greet staff and guests while accurately tracking and coordinating meeting schedules.
• Serve as the point of contact between the leadership team and internal teams, external stakeholders, and others. Maintain professional and timely interaction with donors, advisory groups, and official guests on behalf of the Executive Director and the leadership team.
• Coordinate and manage the Wildflower Center Advisory Council, including communications, meetings, and scheduling in adherence with council bylaws and in collaboration with the development team and Executive Director.
• Provide project support to the Executive Director for high-priority initiatives. Conduct necessary research and compile information for leadership decision-making. Coordinate with internal teams and external units to support project management. Prepare, proofread, and edit correspondence, presentations, reports, and documents on behalf of unit leadership. Monitor progress on key initiatives. Coordinate cross-team communications and assist in executing special projects and strategic initiatives.
• Manage administrative functions of the Wildflower Center, including reception, office supplies and other administrative support (meetings, meeting minutes, intranet-SharePoint, organizational memberships, mail/copy room, break room, etc.). Supervise Administrative Assistant (Receptionist). Provide back-up for Receptionist during breaks and absences.
• Other functions as assigned.

Required Qualifications

• Bachelor’s degree and at least 5 years of experience including two years at either the Administrative Associate or Senior Administrative Associate level.
• Experience supporting executive level leaders.
• Demonstrated experience managing complex calendars, coordinating meetings and travel, and balancing multiple competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with the ability to communicate effectively and diplomatically with individuals at all organizational levels and external partners.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and independently manage sensitive information with a high degree of accuracy and professionalism.
• High proficiency in Microsoft applications, including Outlook, Word, Excel, and PowerPoint.

Relevant education and experience may be substituted as appropriate. 

Preferred Qualifications

• More than the listed years of experience.
• Familiarity with University of Texas at Austin administrative processes.
• Familiarity with University of Texas at Austin travel processes and procedures.
• Previous experience supporting executive level positions.
• Previous experience managing and updating SharePoint.

Salary Range

$60,000 + depending on qualifications

Working Conditions

• Works in standard office conditions and repetitive use of a keyboard at a workstation.
• Must be eligible to work in the United States on a full-time basis for any employer without sponsorship.
• This role is based in Austin, TX and does not qualify for remote work.

Work Shift

• 40 hours per week, Monday-Friday with schedule to be determined with supervisor.
• Occasional evening, weekend, and holiday work may be required for mission related events. 

Required Materials

• Resume/CV
• 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.

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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.

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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.

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Background Checks:

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

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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.

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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.

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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.

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E-Verify:

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. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.