Executive Assistant I
: Job Details :

Job TitleExecutive Assistant IAgencyTexas A&M Veterinary Medical Diagnostic LaboratoryDepartmentAdministrationProposed Minimum SalaryCommensurateJob LocationCollege Station, TexasJob TypeStaffJob DescriptionJob Description SummaryThe Executive Assistant I, under general supervision, provides administrative support to agency administration. This work involves providing executive level and administration support to the TVMDL Office of the Director. This position assists in the resolution of complex, highly sensitive, and confidential administrative matters. This position serves as the office manager for the Office of the Director.Essential Duties and Responsibilities

• Maintains calendar appointments.
• Schedules meetings and calls, prioritizing events as necessary.
• Answers telephones and greets guests.
• Coordinates and prepares travel arrangements/itineraries, making judgments on appropriate arrangements; collects proper expense report documentation and works with finance to ensure timely reimbursements.
• Manages agency fleet vehicles and associated maintenance logs and records.
• Serves as an agency parking representative with TAMU Transportation Services.
• Prepares for meetings by anticipating needs, organizing, and providing background materials.
• Sets meeting agendas, takes notes, and publishes minutes in a timely manner.
• Orders business meals and purchases event materials as requested.
• Manages the agency's conference rooms/huddle spaces.
• Is responsible for certain agency related onboarding tasks to integrate new hires into TVMDL systems and programs, and manages similar programs and systems for off-boarding staff.
• Is responsible for coordination, timely renewal, and appropriate filing of agency permits and licenses, routing agreements, and other documents requiring review/action.
• Manages filing systems and records destruction schedule for documents in Laserfiche.
• Serves as a notary public for TVMDL employees.
• Provides technical guidance and advice on administrative matters to agency staff.
• Coordinates and monitors action items and assignments made by the administrator(s).
• Prepares and edits correspondence, proposals, and agendas, including proofreading and editing, ensuring completeness and accuracy of documents.
• Orders office supplies and equipment, enters orders and requisitions into Aggie Buy.
• Communicates policies, procedures, standards, and methods. Interprets policies, rules, and regulations.
• Researches, compiles, and applies information, making evaluative judgments as appropriate.
• Manages, with strict confidentiality, all mail, files, correspondence, reports, legal documents and information regarding sensitive personnel and organizational issues.
• Assists Operations Manager with annual key inventory, office assignment inventory, facility space inventory, and scanning field service reports.
• May assist with special projects for the Director's Office as appropriate.
• Works cooperatively within the agency to improve customer service and promote team spirit; fosters teamwork among co-workers and colleagues; keeps staff informed of progress on issues. Participates as a productive team member in support of TVMDL objectives.

QualificationsRequired Education and Experience:

• Bachelor's degree in applicable field or equivalent combination of education and experience.
• Three years of related experience.

Required Knowledge, Skills and Abilities:

• Knowledge of word processing, spreadsheet, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organizational skills.

Preferred Qualifications:

• Previous executive assistant experience at the Director/CEO level.
• Experience developing internal processes and filing systems.
• Strong written and verbal communication skills.
• Organized with attention for detail.
• Experience within the Texas A&M System.

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/Affirmative Action/Veterans/Disability Employer.