Executive Assistant to Chief Operating Officer (Houston, TX)

Exempt

Immediately

Salary commensurate with experience

40 hours weekly

University Lands

A resume is required to apply. Candidates under final consideration will also be required to submit professional references, college degree information, and employment history to an online third-party vendor.

For more than 140 years, The University of Texas System has improved the lives of Texans – and people all over the world – through education, health care, and research. The System consists of nine academic institutions, five health institutions, and The University of Texas System Administration. The institutions of the UT System employ more than 116,000 faculty, health care professionals, researchers, support staff, and student workers.

The UT System Administration is primarily based in Austin, Texas. It supports the missions of the System’s fourteen institutions by providing financial, legal, planning, purchasing, government relations, communications, development, and other central services. Serving a growing state, the UT System Administration strives to provide a welcoming, supportive work environment that embraces different perspectives – not only because it enables the organization to be stronger, creative, and thoughtful, but because it is the right thing to do. To that end, UT System Administration embraces state laws on military and former foster children employment preferences.

The Executive Assistant to the Chief Operating Officer (COO) is a key member of the University Lands (UL) administrative team. This position provides high-level administrative support, managing complex and confidential responsibilities that enable the COO to operate effectively and strategically. The Executive Assistant oversees daily workflow, exercises sound judgment in decision-making, and ensures seamless coordination of executive-level activities, including communication, scheduling, and project management. The role requires close collaboration with internal departments, external stakeholders, and senior leadership across UL. The Executive Assistant contributes to a culture of excellence and professionalism, supporting UL’s mission to be the leading land management organization in the country.

• Office of the COO: Responsible for performing tactical and strategic administrative support tasks for upper executive level employees of the organization. Establishes and maintains strong working relationships with members of the executive leadership team and other administrative professionals.
• Administration: Work on complex administrative processes and databases to develop and test administrative procedures to ensure they are fully in line with organizational needs.
• Document Preparation: Organize and prepare complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for special reports. Prepare more complex reports, agendas, minutes of meetings, and tailored letters and emails for approval by a chief executive.
• Travel: Coordinates complex travel for executives. Administers travel reimbursements and provides backup for assistance with UTS accounting platform (Concur).
• Calendar and Meeting Management: Responsible for heavy calendar management, including the coordination of complex management meetings, calendar invites, room scheduling, and scheduling conference calls.
• Procurement: Achieves specific procurement goals or provides support to others while following established procurement systems and protocols. Responsible for tracking and processing invoices, AFEs for various teams.
• Business Meetings/Events Arrangement: Assist in arranging venues, equipment, catering, and travel related to events. Coordinates with departments to assist in planning and scheduling of office activities and social events.
• Managing Inquiries and Communications: Manages communication with external parties, including executives, board members, and industry leaders. Facilitates and participates in various meetings, regularly preparing minutes and tracking action items. Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague.
• Facilities Management: Responsible for office management and maintenance, including complex server room systems, for the Houston office. Coordinates closely with other Sr Administrative support and facilities/IT colleagues.
• Human Resources: Works with COO and HR Liaison on responsibilities to support the Houston office, including collecting required employment forms, recruiting and interview scheduling for multiple departments, and employee onboarding.

• Advanced general administrative skills and knowledge required at an upper executive level.
• Ability to demonstrate diplomacy, discretion, and professionalism at all times.
• Strong interpersonal skills.
• Exceptional organizational, prioritization, and time-management skills.

• Bachelor’s degree and 4 years of administrative experience, OR
• Associate’s degree and 6 years of administrative experience, OR
• High School diploma or GED and 8 years of administrative experience

• Experience or familiarity in the upstream oil and gas industry
• Experience supporting executives
• Familiarity with coordination of board meetings, etc.
• Expertise in use of standard software applications such as Outlook, Excel, PowerPoint, Microsoft Word

• May work around standard office conditions.

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to a minimum of 20 hours per week and at least 135 days in length. Participation in TRS is mandatory.

A background check will be conducted on candidates under final consideration. The background check may include any or all of the following: criminal history check, prior employment verification, education verification, professional references check, and motor vehicle records check. Background checks are conducted by third-party vendors. Upon request form the third-party vendor, candidates under final consideration must provide the required information for the background checks to be completed.

The University of Texas System Administration is a federal contractor committed to providing equal employment opportunity for all qualified applicants and employees in all terms and conditions of employment. U. T. System will provide equal employment opportunity to all qualified persons and will not discriminate on the basis of race, color, sex, sexual orientation, gender identity/expression, pregnancy, religion, national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by federal or state laws.

For information on accommodations for individuals with disabilities, please contact the Office of Talent and Innovation at oti@utsystem.edu.