Executive Assistant 3

Job Title

Executive Assistant III

Agency

Texas A&M University Health Science Center

Department

Office of the Dean

Proposed Minimum Salary

Commensurate

Job Location

Bryan, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are

As one of the fastest-growing academic health centers in the nation, Texas A&M Health encompasses five colleges and numerous centers and institutes working together to improve health through transformative education, innovative research and team-based health care delivery.

What we want

Join a dynamic leadership team and make a meaningful impact on the future of medical education. The Executive Assistant III to the Dean at the Texas A&M University Naresh K. Vashisht College of Medicine serves as a partner to the Dean, providing strategic administrative support while helping drive the mission and vision of the college. This highly visible role offers the opportunity to work closely with senior leaders, faculty, staff, students, and external partners, coordinating high-level initiatives, managing executive operations, and supporting key college priorities. The ideal candidate is a proactive, resourceful professional who thrives in a fast-paced environment, demonstrates exceptional organizational and communication skills, and is committed to excellence, collaboration, and service. If you enjoy solving complex challenges, managing high-profile projects, and contributing to an innovative academic environment, this is an exciting opportunity to make a lasting difference.

Responsibilities:

Administrative Support to the Dean

• Provide direct administrative support to the Dean of the Vashisht College of Medicine
• Manage the Dean’s calendar, plan/coordinate schedules and coordinate travel arrangements
• Evaluate documents submitted for Dean’s signature
• Complete reports, take minutes for meetings, and draft correspondence on behalf of the Dean

Office Management

• Manage the Office of the Dean administrative functions
• Respond to phone, email, and in-person inquiries, schedule meetings by priority, direct and delegate tasks appropriately to staff and departments
• Monitor and manage account information and financial documentation
• Maintain highly sensitive and confidential information
• Assist new hires with integration to the Vashisht College of Medicine
• Manage records for survey assessment and accreditation
• Identify and recommend improvements for administrative procedures and make evaluative judgments in implementing changes
• Formulate, interpret, and implement guidelines, rules, and regulations
• Other duties as assigned

Meetings, Special Event, and Project Coordination

• Provide logistical support in planning and coordinating internal and external meetings and special events. Includes preparing background material, scheduling, ordering, organizing, and disseminating information throughout the Vashisht College of Medicine and other external entities
• Assist with special events including Commencement, tailgate, awards ceremonies, staff appreciation, and other college wide events
• Research and handle special projects

Support the Executive Committee

• Manage the Executive Committee, which includes ensuring compliance with the college guidelines
• Oversee scheduling and agenda development, attend all meetings, and track minutes and action items

Supervisory

• Provide direct and indirect supervision over administrative staff and student employees in the Office of the Dean
• Provide mentorship, technical administrative training, and guidance, ensuring quality of work as well as long-range planning and coordination of workflow

Qualifications:

Required Education and Experience:

• Bachelor’s degree or equivalent combination of education and experience
• Six (6) years of related administrative experience

Preferred Qualifications

• Master’s Degree
• Experience in higher-level education administration support
• Experience working with a variety of individuals and communities
• Strong organizational skills, attention to detail, and the ability to manage various tasks and priorities in a fast-paced environment

Knowledge, Skills, and Abilities

• Ability to multitask and work cooperatively with others
• Ability to build strong working relationships and a productive work environment
• Knowledge of database, spreadsheet, presentation, and word processing software
• Excellent interpersonal and communication skills, and ability to plan and organize effectively
• Maintains professionalism and composure
• Ability to demonstrate initiative by independently taking action to solve problems
• Handle sensitive data with extreme care and maintain confidentiality in sensitive situations

Why Texas A&M University?

We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.   

• Medical,prescription drug,dental,vision,life and AD&D,flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums  

• 12-15 days of annual paid holidays   

• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month  

• Automatic enrollment in the Teacher Retirement System of Texas

• Health and Wellness: Free exercise programs and release time

• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more   

• Educational release time and tuition assistance for completing a degree while a Texas A&M employee  

• Living Well, a program at Texas A&M that has been built by employees, for employees 

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered, or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.