About Us - Values Overview

Department Summary

The University of North Texas System invites applications for the Executive Administrator.

Position Overview

The Executive Administrator for the Office of the Chancellor provides essential administrative and operational support to ensure the effective day-to-day functioning of the Chancellor’s Office. This position directly supports the Chief of Staff and Board Secretary by managing complex calendars for the Chancellor and Chief of Staff, and the Office of the Board of Regents, coordinating travel arrangements, processing and tracking expenses, preparing routine reports, and handling a wide range of administrative tasks. The Executive Administrator serves as a key point of coordination within the office, requiring strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced executive environment.

Minimum Qualifications

Bachelor's degree in a Business Administration or related field and six (6) years of highly responsible and varied experience; or any equivalent combination of experience, education and training.

Knowledge, Skills and Abilities

• Highly organized, adaptable, excellent communication skills, and tech-savvy
• Attributes: Discreet, proactive, resourceful, and calm under pressure.
• Availability: Flexible schedule and ability to travel within the metroplex on short notice.
• Adaptability: Flexible and able to adjust to changing priorities and work demands.
• Attention to detail: Meticulous in handling administrative tasks, proofreading documents, and maintaining accuracy in data entry.
• Strong Communication Skills: Must have excellent verbal and written communication skills when interacting with others. Proficiency in written and verbal communication, including drafting emails, memos, and reports.
• Proactivity & Problem-Solving: Must be a natural problem solver with strong situational awareness and the ability to anticipate challenges before they arise.
• Confidentiality: Ability to handle sensitive information with confidentiality and maintain a professional demeanor in all interactions.
• Calendar management: Experience in scheduling meetings, coordinating travel arrangements, and managing appointments for executives.
• Problem-solving skills: Resourceful in resolving issues independently and making quick decisions in high-pressure situations.
• Proactive mindset: Anticipates the needs of executives and takes initiative to provide support and assistance before it is requested.
• Significant executive support experience, including supporting C- Suite level executives.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, and donors.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Excellent judgment is essential.

Preferred Qualifications

Required License/Registration/Certifications

Job Duties

• This role extends beyond traditional administrative tasks and requires a candidate who can seamlessly manage diverse responsibilities while navigating a dynamic environment. 
• The ideal candidate must be meticulous, highly organized, and adaptable, with the ability to prioritize multiple tasks efficiently. Strong attention to detail, exceptional problem-solving skills, and a deep understanding of the unique demands of supporting high-level executives are essential. 
• Provide sophisticated calendar management for the Chief of Staff and Chancellor. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. 
• Assist as a liaison and provide support to the Board of Regents. Assists in handling logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; keep record of meeting minutes and other board materials on behalf of Chief of Staff and Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. 
• Complete a broad variety of administrative tasks, including assisting with special projects and research; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; developing and maintaining a sophisticated filing system. 
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Chancellor, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Chancellor’s style and organization policy. 
• Work closely with the Chancellor and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping them updated. Anticipate their needs in advance of meetings, conferences, etc. 
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Chancellor and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the Chancellor and Chief of Staff. 
• Manage all aspects of the office services for Chief of Staff and Board Secretary. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization. 
• Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. 

Physical Requirements

• Communicating with others to exchange information.

Environmental Hazards

• No adverse environmental conditions expected.

Work Schedule

Generally Monday - Friday, 8:00 a.m. - 5:00 p.m.

Driving University Vehicle

No

Security Sensitive

This is a Security Sensitive Position.

Special Instructions

Applicants must submit a minimum of two professional references as part of their application. If needed, additional references can be added after the application has been submitted. 

Benefits

For information regarding our Benefits, click here.

EEO Statement

The University of North Texas System is firmly committed to equal opportunity and does not permit –and takes actions to prevent – discrimination, harassment (including sexual violence, domestic violence, dating violence and stalking), and retaliation on the basis of race, color, religion, national origin, sex, age, disability, genetic information, or veteran status in its application, employment practices, and facilities; nor permits race, color, national origin, religion, age, disability, veteran status, or sex discrimination and harassment in its admissions processes, and educational programs and activities. UNT System Administration promptly investigates complaints of discrimination, harassment, and related retaliation and takes remedial action when appropriate. System Administration also takes actions to prevent retaliation against individuals who oppose any form of harassment or discriminatory practice, file a charge or report, or testify, assist, or participate in a related investigation or proceeding.