Texas State University
Executive Assistant
🇺🇸 San Marcos, TX
🕑 Full-Time
💰 TBD
💻 Other
🗓️ June 10th, 2025
Edtech.com's Summary
Texas State University is hiring an Executive Assistant. The role involves providing clerical and administrative support to the Vice President for Research, managing routine operations, and ensuring effective execution of activities within the Division of Research.
Highlights
- Provides complex, executive-level support and calendar management.
- Prepares correspondence, organizes logistics for travel and meetings.
- Handles HR tasks, manages division email communications, and open records requests.
- Proficient in MS Office Suite and SAP preferred.
- Bachelor’s Degree and at least 5 years of high-level support experience required.
- Monthly salary based on experience.
- Master's Degree and understanding of Texas State University policies are preferred.
Executive Assistant Full Description
Executive Assistant
Posting Number | 2025531
Posting/Functional Title | Executive Assistant
University Pay Plan Title | Executive Assistant
Location | San Marcos
Department | VP for Research
Recruitment Type | Open to All
Job Type | Full-Time
Funding Source | Permanent
Monthly Salary | Commensurate with experience
Job Category | Exempt
Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.
Bachelor’s Degree Familiarity with university research offices At least 5 years of experience providing support at a high level. Effective communicator with excellent verbal, written and interpersonal communication skills. Executive calendar management for meeting schedule and travel management experience. Ability to communicate effectively with various constituents, faculty, staff, university leadership and community leaders, and professional organizations. Demonstrate problem-solving skills. Ability to work efficiently and flexibly in a fast-paced environment. Outstanding organizational, prioritize, and time management skills. Professional demeanor always exhibiting discretion and respect. Ability to address individuals and information with a high degree of confidentiality in various sensitive, formal, and/or urgent situations.
Preferred Qualifications
Master’s Degree Proficient in MS Office Suite and SAPWorking knowledge of Texas State University policies and procedures.
Job Description
Responsible for providing clerical and administrative support to the Vice President for Research. This role manages routine operations and ensures the effective execution of activities within the Division of Research.
Job Duties
Schedule internal and external meetings, coordinate resources, provide appropriate reference and back up materials for all meetings. Contact and remind proposed attendees, attend meetings, arrange room reservations and/or virtual meeting links, catering, and all other necessary logistical details. Prepare correspondence with limited direction; review correspondence, determine work priority, and engage in obtaining, retaining, and dispersing information as appropriate. Anticipate administrative needs for Vice President and work in partnership with AVP’s to discern common objectives and resolutions. Organize and plan all logistics for domestic and international travel. Coordinate logistics for prospective employee interviews including schedules, travel arrangements, and travel reimbursements in accordance with Texas State University policies. Ensure proper formatting, organizing, editing, and routing of documents. Provide complex, executive-level support to the Vice President for Research using a high degree of initiative, judgement, and discretion. Provide peripheral administrative support to Division of Research Office units. Collaborate closely with colleagues in a non-academic portfolio executive office with a comprehensive and diverse university-wide scope. Manage HR tasks such as preparing employment paperwork, PCR’s in SAP, door/key accesses, and emergency coordinator duties. Manage receipt and deadlines for open records requests. Manage division email account communications, including dissemination of university wide announcements, and incoming emails. Other duties as assigned.
Additional Information to Applicants |
Job Open Date | 06/09/2025
Job Close Date (posting closes at midnight) |
Open Until Filled | Yes
Normal Work Days | Monday, Tuesday, Wednesday, Thursday, Friday
Normal Work Hours Start | 8:00AM
Normal Work Hours End | 5:00PM
Posting Notices | You will be required to electronically attach a resume, cover letter, and list of references to your application.
Legal and Required Notices | Texas State University is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions.
Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.
Why work @ Texas State?
• Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!
• Generous paid time off: vacation, holidays, sick days and many more!
• Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program
• Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.
• An inclusive Bobcat community: join our many social networks offered on and off-campus
• Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions
By joining the Texas State Bobcat team, you’ll be a part of one of the most beautiful, welcoming, and growing universities in the nation.
Quick Link | https://jobs.hr.txstate.edu/postings/52939
Posting/Functional Title | Executive Assistant
University Pay Plan Title | Executive Assistant
Location | San Marcos
Department | VP for Research
Recruitment Type | Open to All
Job Type | Full-Time
Funding Source | Permanent
Monthly Salary | Commensurate with experience
Job Category | Exempt
Required Qualifications: Applicants must specifically address how they meet these required qualifications to meet the requirements of the position.
Bachelor’s Degree Familiarity with university research offices At least 5 years of experience providing support at a high level. Effective communicator with excellent verbal, written and interpersonal communication skills. Executive calendar management for meeting schedule and travel management experience. Ability to communicate effectively with various constituents, faculty, staff, university leadership and community leaders, and professional organizations. Demonstrate problem-solving skills. Ability to work efficiently and flexibly in a fast-paced environment. Outstanding organizational, prioritize, and time management skills. Professional demeanor always exhibiting discretion and respect. Ability to address individuals and information with a high degree of confidentiality in various sensitive, formal, and/or urgent situations.
Preferred Qualifications
Master’s Degree Proficient in MS Office Suite and SAPWorking knowledge of Texas State University policies and procedures.
Job Description
Responsible for providing clerical and administrative support to the Vice President for Research. This role manages routine operations and ensures the effective execution of activities within the Division of Research.
Job Duties
Schedule internal and external meetings, coordinate resources, provide appropriate reference and back up materials for all meetings. Contact and remind proposed attendees, attend meetings, arrange room reservations and/or virtual meeting links, catering, and all other necessary logistical details. Prepare correspondence with limited direction; review correspondence, determine work priority, and engage in obtaining, retaining, and dispersing information as appropriate. Anticipate administrative needs for Vice President and work in partnership with AVP’s to discern common objectives and resolutions. Organize and plan all logistics for domestic and international travel. Coordinate logistics for prospective employee interviews including schedules, travel arrangements, and travel reimbursements in accordance with Texas State University policies. Ensure proper formatting, organizing, editing, and routing of documents. Provide complex, executive-level support to the Vice President for Research using a high degree of initiative, judgement, and discretion. Provide peripheral administrative support to Division of Research Office units. Collaborate closely with colleagues in a non-academic portfolio executive office with a comprehensive and diverse university-wide scope. Manage HR tasks such as preparing employment paperwork, PCR’s in SAP, door/key accesses, and emergency coordinator duties. Manage receipt and deadlines for open records requests. Manage division email account communications, including dissemination of university wide announcements, and incoming emails. Other duties as assigned.
Additional Information to Applicants |
Job Open Date | 06/09/2025
Job Close Date (posting closes at midnight) |
Open Until Filled | Yes
Normal Work Days | Monday, Tuesday, Wednesday, Thursday, Friday
Normal Work Hours Start | 8:00AM
Normal Work Hours End | 5:00PM
Posting Notices | You will be required to electronically attach a resume, cover letter, and list of references to your application.
Legal and Required Notices | Texas State University is committed to a policy of non-discrimination and equal opportunity for all persons regardless of race, sex, color, religion, national origin or ancestry, age, marital status, disability, veteran status, or any other basis protected by federal or state law in employment, educational programs, and activities and admissions.
Employment with Texas State University is contingent upon the outcome of record checks and verifications including, but not limited to, criminal history, driving records, education records, employment verifications, reference checks, and employment eligibility verifications.
Why work @ Texas State?
• Amazing health insurance: various coverage options starting your first day of employment for full-time employees with Texas State paying 100% of the employee premium and 50% for your dependents!
• Generous paid time off: vacation, holidays, sick days and many more!
• Excellent work life balance resources: mother and family-friendly resources in addition to a comprehensive FREE wellness program
• Great training and development opportunities: choose from a variety of classroom and online course offerings, learning resources, certifications, and employee educational support programs.
• An inclusive Bobcat community: join our many social networks offered on and off-campus
• Retirement peace of mind: TRS pension, retirement plans and voluntary saving options with generous employer contributions
By joining the Texas State Bobcat team, you’ll be a part of one of the most beautiful, welcoming, and growing universities in the nation.
Quick Link | https://jobs.hr.txstate.edu/postings/52939
Applicant Document
Required Documents
- Resume
- Cover Letter
- List of References
Optional Documents
- Letter of Recommendation #1
- DD 214/DD1300
- Veteran's Preference
- Licensure
- Certifications
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * What is your highest level of completed education?
- High School Diploma or equivalent
- Bachelor's Degree
- Master's Degree
- * How many years of experience do you have as an administrative assistant and/or as a senior administrative assistant?
- None
- 1 to 5 Years
- 5 to 10 Years
- 10 to 15 Years
- 15 to 20 Years
- * How many years of experience do you have as an executive administrative assistant?
- None
- 1 to 5 Years
- 5 to 10 Years
- 10 to 15 Years
- 15 to 20 Years
- * What professional certifications do you have? Select all that apply.
- Certified Administrative Professional (CAP)
- Professional Administrative Certification of Experience (PACE)
- Microsoft Office Specialist (MOS)
- Certified Executive Administrative Professional (CEAP)
- Other
- * List a project or position in your resume or cover letter that demonstrates your fluency in executive assistance and communication.
(Open Ended Question) - * Briefly describe a project or situation where you had to use your attention to detail, critical thinking, and problem-solving skills to overcome a challenge. What was the challenge, how did you approach it, and what was the outcome?
(Open Ended Question) - * List a project or position in your resume or cover letter that indicates your ability to use discretion and confidentiality. Provide additional details if necessary.
(Open Ended Question) - * Briefly describe a professional situation where you utilized excellent interpersonal skills.
(Open Ended Question)
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