Executive Assistant to the CXO, University Events & Experience

Join us and change the world. 

Benefits 

The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services.  

Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT. 

Purpose

The Executive Assistant is responsible for delivering comprehensive executive-level administrative support to the Chief Experience Officer (CXO) within the Office of University Events and Experience. The role acts as a partner, anticipating and responding to the needs of the CXO, serving as a liaison to internal and external stakeholders, and managing a broad range of functions integral to the success of university events and key initiatives. This role blends high-level administrative expertise with proactive project management, professional judgment, and a passion for exceptional event experiences that reflect the values and aspirations of UT Austin. The successful candidate will embody discretion, adaptability, and a collective spirit, helping to foster UT Austin's culture of excellence, service, and innovation.

Responsibilities 

• Executive Calendar Management: Maintain the CXO's complex and dynamic schedule, proactively coordinating meetings and travel arrangements; prioritize and resolve scheduling conflicts with sound judgment and professionalism.

• Communication Liaison: Serve as the primary point of contact for the CXO, handling confidential communications, screening calls and correspondence, and ensuring timely follow-up with internal and external stakeholders.

• Project Coordination: Manage and track special projects as assigned by CXO, ensuring deadlines are met and project goals are achieved; prepare progress reports and maintain relevant documentation.

• Meeting Preparation: Prepare agendas, gather background materials, and document minutes for executive meetings; coordinate follow-up actions and ensure completion of assigned tasks.

• Travel Coordination: Arrange complex travel itineraries (domestic and international) for the CXO and as needed, senior staff, including transportation, accommodations, and expense reconciliation.

• Confidential Records Management: Maintain organized and secure files for sensitive information, contracts, and records in compliance with university policies and data privacy standards.

• Relationship Management: Build and nurture strong relationships with university leaders, faculty, donors, students, and external partners, representing the Office and the CXO with professionalism and diplomacy.

• Initiative and Problem Solving: Proactively identify opportunities to improve processes, resolve issues independently, and support the evolving priorities of the Office and CXO.

• Other duties as assigned. 

Required Qualifications 

• Bachelor's degree or equivalent experience preferred; background in higher education, event management, or executive support is highly desirable.

• Minimum of five years in and administrative or executive support role, preferably within a university or complex organizational setting.

• Exceptional organizational, interpersonal, and communication skills, with a demonstrated ability to manage competing priorities with discretion and grace.

• Proficiency in Microsoft Office Suite, calendar and project management systems; familiarity with UT Austin administrative platforms is a plus.

• Ability to maintain confidentiality, exercise sound judgment, and adapt to shifting demands in a fast-paced environment.

• Enthusiasm for supporting high-impact events and experiences that advance the mission of UT Austin.

Preferred Qualifications 

• Eight years or more in an administrative or executive support role, preferably within a university or complex organizational setting.

• Extensive experience supporting executive leadership, ideally within higher education or similarly complex organization.

• Proven track record in project management, event planning, and executive calendar coordination.

• Expert proficiency with Microsoft Office Suite, scheduling software, and document management platforms; experience with UT Austin administrative systems is highly desirable.

• Exceptional organizational and communication skills, with demonstrated discretion in handling confidential information.

• Ability to build effective relationships across various groups, including faculty, donors, students, and external partners.

• Strong problem-solving abilities and initiative.

• Flexibility and adaptability to shifting priorities in a fast-paced environment.

Salary Range 

$80,000

Working Conditions 

• Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation.

• Evening and weekend hours may be required during peak periods and special events. 

• Applicants must be legally authorized to work for any employer in the United States. This position is not eligible for sponsorship of work visas. 

• This is an in-office, Austin, Texas based position.

Required Materials

Applications must include: 

• Resume/CV 

• Letter of interest 

• Three work references with contact information; at least one reference should be from a supervisor 

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.