Executive Assistant II

$48,120 - $48,120/Yr

Texas A&M University - Stephenville, TX

Part-time - Entry Level

Stephenville, TX

Educational Services

About the position

The Executive Assistant II position at Tarleton State University is a vital role within the Division of Finance & Administration, providing advanced professional assistance to an executive. This position requires maintaining high-level interactions with the campus community and handling highly confidential and critical academic and administrative matters. The Executive Assistant will exercise discretion and independent judgment regarding significant matters, ensuring that the executive's office runs smoothly and efficiently. The work hours are typically Monday through Friday, from 8 AM to 5 PM, or as required by work demands. In this role, the Executive Assistant will be responsible for a variety of administrative tasks that support the Finance & Administration Division. This includes managing human resources-related items in Workday, handling purchasing tasks in TexanBuy, maintaining inventory, and creating property transfers in Canopy. The assistant will also manage calendars, make travel arrangements, and prepare expense reports in Concur. Event planning for the division is also a key responsibility, requiring a professional representation of the division to both internal and external constituents. The position involves drafting and managing correspondence, scheduling appointments, and coordinating travel arrangements. The Executive Assistant will compile reports, maintain records, and coordinate special events, ensuring that all documents submitted for the administrator's signature are evaluated appropriately. Additionally, the assistant will serve as the receptionist for the Division of Finance & Administration, greeting visitors and managing phone inquiries. Maintaining supply inventory and overseeing record retention plans are also part of the role, along with providing assistance to various departments within the division as needed.

Responsibilities

• Provides administrative support to the Finance & Administration Division, performing tasks such as human resources related items in Workday for on-boarding, off-boarding, and data maintenance, completing purchasing tasks for requisitions, PO, non-PO, and invoices for the Division in TexanBuy, maintaining inventory and creating property transfers in Canopy, maintaining calendars and appointments, travel arrangements, Travel and Pcard expense reports in Concur, as well as event planning for the division.
• Drafts and manages correspondence and communications, schedules appointments, manages calendar, and coordinates travel. Prepares travel arrangements and itineraries, and may approve and process travel reimbursements.
• Compiles reports, maintains records and other documents, and coordinates special events. Evaluates documents submitted for administrator's signature. Provides support for planning and scheduling activities.
• Serves as receptionist for the Division of Finance & Administration, greeting visitors to the office and by phone.
• Maintains supply inventory and equipment service agreements, and oversees record retention plan for office documents.
• Provides assistance to departments within the division, as needed, contributing to the overall success of the Division.

Requirements

• Bachelor's degree in applicable field or equivalent combination of education and experience.
• Four years of related administrative experience.
• Knowledge of word processing, spreadsheet, and presentation applications.
• Interpersonal and communication skills.
• Planning and organizational skills.
• Ability to multitask and work cooperatively with others.

Benefits

• Family Education Benefit (Tuition Scholarship) for employees, their spouses, or dependents after 6 months of full-time employment.
• Doctoral Educational Assistance for reimbursement of tuition and mandatory fees for full-time budgeted employees pursuing a doctorate degree.
• Fully covered employee health insurance with reimbursement of insurance premium deductions after 60 days of employment.
• Dental insurance and vision insurance coverage.
• Paid sick leave, holiday pay, vacation, longevity pay, and paid birthday leave.
• Complimentary tickets to all Athletic and Performing Fine Arts events for employees.
• Staff gym membership discount with Campus Recreation.