To provide administrative support to the Director. Responsible for many complex office operations with minimal supervision, collecting factual information from a variety of sources, and disseminating messages to external and internal stakeholders.
Serve as main point of contact for the director, prioritizes and makes complex decisions with minimal supervision. Arranges meetings, prepares meeting agendas, and manages follow-up activities (including drafting of minutes, next steps and distribution of materials.) Schedules and maintains the director's executive-level calendar. Manages project flow and approval process for various staff who report to the director. Takes dictation, prepares, proofreads, and edits correspondence, reports, speeches, publications and other director communications. Reads, prioritizes, and when requested, drafts correspondence. Makes travel arrangements and processes financial disbursements for director and other staff. Maintains records and files. Assists with special projects (including data collection, events, arranging group meetings). Refers pertinent information to the director and the museum staff and coordinates work with other museum and campus departments.
Other related functions as assigned.
High School graduation or GED. Five years of clerical experience. Two years experience at the Administrative Assistant level. Strong written and verbal communication skills. Professionalism and ability to communicate with sensitivity and discretion to high-level donors and leaders in the community. Demonstrated abilty to work with highly confidential information. Exceptional attention to detail and demonstrated ability to manage effectively multiple tasks with frequent interruptions. Experience providing excellent customer service in a professional and courteous manner. Demonstrated ability to work quickly and accurately. Demonstrated ability to prioritize and work well under stress in a multi-task environment and under strict deadlines. Experience working both as a team member and independently. Self-starter with excellent problem solving skills who is able to work with minimal supervision. Excellent work-related skills (punctuality, attendance). Equivalent combination of relevant education and experience may be substituted as appropriate.
Bachelor's degree in Business Administration, English, or an advanced degree and three years experience as an Administrative Assistant. Museum experience or art history background. Kmowledge of University of Texas at Austin procedures.
May work around standard office conditions Repetitive use of a keyboard at a workstation May require some evening and overtime during peak periods and special events.