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Executive Assistant to the Academic Deans

Rice University

Houston, TX(remote)

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JOB DETAILS
SKILLS
Academic Affairs, Academic Background, Academic Research, Administrative Skills, Board Meeting, Calendar Management, Canvas, Communication Skills, Computer Skills, Detail Oriented, Documentation, Editing, Establish Priorities, Executive Assistant Skills , Expense Tracking, Follow Through, Government, Hardware Virtualization, Higher Education, Interpersonal Skills, Leadership, Logistics, Manage Agenda, Materials Management, Microsoft Office, Multitasking, News Reporting, Operational Strategy, Oracle, Organizational Skills, Presentation/Verbal Skills, Problem Solving Skills, Proofreading, Record Keeping, Relationship Management, Sports, Strategic Planning, Team Player, Telephone Skills, Time Management, Travel Planning, Willing to Travel, Work From Home, Workflow Analysis, Writing Skills
LOCATION
Houston, TX
POSTED
1 day ago
Job Description

Special Instructions to Applicants: All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues.
About Rice:

Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice's culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name - RICE - Responsibility, Integrity, Community and Excellence.

Position Summary:

The Executive Assistant to the Academic Deans of Rice Business provides advanced executive-level administrative support of a highly confidential and strategic nature to key academic leaders, including the Deputy Dean of Academic Affairs, Senior Associate Dean of Degree Programs, Associate Dean of the Virani Undergraduate School of Business, and Associate Dean of Degree Programs. Serving as a trusted partner to the Dean's Leadership Team, this role is integral to supporting and advancing the operational and strategic priorities of Rice Business.

This position requires exceptional judgment, professionalism, discretion, and a proactive approach to managing complex and often competing priorities in a fast-paced academic environment. Operating with a high degree of professionalism, the Executive Assistant anticipates needs, identifies and resolves challenges independently, and executes a broad range of responsibilities with minimal direction or follow-up. The role demands sound decision-making, adaptability, and the ability to handle sensitive matters with the utmost confidentiality and tact.

As a key liaison between the Dean's Office and internal and external stakeholders, the Executive Assistant manages high-level communications, coordinates complex calendars and travel arrangements, and ensures seamless execution of meetings, events, and strategic initiatives, all while consistently and accurately representing the school's academic leadership. This position plays a vital role in enhancing the efficiency, effectiveness, and professionalism of the Dean's Leadership Team while contributing to Rice Business's commitment to excellence and service.

Ideal Candidate Statement:

The ideal candidate for the Executive Assistant to the Academic Deans at Rice Business is a highly experienced, resourceful, and poised administrative professional. They possess exceptional judgment, discretion, and communication skills, and are comfortable managing sensitive information with integrity and professionalism.

This individual thrives when working autonomously, navigating unstructured situations, anticipating needs, and proactively identifying and implementing solutions without the need for specific instructions or prescribed procedures. With keen attention to detail, the ideal candidate is capable of managing competing priorities with efficiency, ensuring seamless support for the engagements and priorities of the Academic Deans. This individual must possess exceptional time-management skills as they support diverse and often competing priorities of a critical nature.

Strong interpersonal skills, emotional intelligence, and the ability to cultivate relationships with multiple stakeholders across the university and beyond are essential. The ideal candidate brings a polished executive presence and a commitment to excellence that aligns with the mission, vision, and values of Rice Business.

Workplace Requirements:

Rice Business primarily delivers residential classes and activities taking place almost daily between 7 am and 10 pm. We value a highly collaborative and community-based culture, with expectations to provide in-person support and services to all members of our community. Remote work options are limited. Most employment activities are required to be performed in-person and on-campus. This in-person approach is central to the successful achievement of our research and academic missions.

This position may be offered as a hybrid role and may combine both in-office and remote work to provide flexibility and support collaboration. Remote work opportunities are possibly extended to the candidate following the successful conclusion of the probationary period. They will be issued a laptop that can be taken off-campus for remote work and will have a desk in an open cubicle area when working on campus.

Per Rice policy 440, work arrangements may be subject to change.

Hiring Range:

The hiring salary range is commensurate with experience.

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:
  • Bachelor's Degree
    • In lieu of the education requirement, additional related experience, above and beyond what is required, may be substituted on a year-for-year basis.
  • Two or more (2+) years of professional experience as an executive assistant
Skills
  • Excellent verbal and written communication skills, including editing and proofreading
  • Excellent planning and organizational skills
  • High degree of emotional intelligence with demonstrated ability to handle sensitive issues and maintain confidentiality with discretion and ability to manage interpersonal dynamics among senior leaders.
  • Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
  • Contextual understanding of these senior leadership positions within the university framework
  • Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact.
  • Ability to multitask, adapt to changing priorities, and meet deadlines
  • Advanced computer skills and demonstrated experience with Microsoft Office Suite software and email applications.
Preferences:
  • 10+ years of executive assistant and/or executive administrative experience
  • Experience working within higher education supporting academic deans
  • Significant technological experience, working with calendar management tools, virtual meeting platforms (Zoom, Teams), institutional systems (iO/Oracle), and Microsoft Office Suite
Essential Functions:
  • Provides advanced and complex administrative and project-related support directly to each dean, prioritizing a wide range of projects and timelines.
  • Independently resolves problems as they arise - identifies priorities to ensure critical issues are addressed promptly and suggests and implements changes.
  • Completes complicated projects, often requiring independent research, with exceptional accuracy and efficiency.
  • Plans and coordinates complex domestic and international travel, including itineraries, expense tracking, and post-travel follow-up, ensuring all engagements are prepared, supported, and aligned with the leadership agenda.
  • Plans and executes key events hosted/supported by the Academic Deans, such as advisory board meetings, donor engagements, and strategic planning sessions, managing agendas, materials, logistics, and post-event actions.
  • Drafts, edits, and manages communications on behalf of the Academic Deans, including internal memos, external correspondence, reports, and sensitive or confidential messaging, and the development of briefings, itineraries, agendas, and related materials.
  • Leads the coordination of multi-layered calendars, high-stakes meetings, and recurring leadership engagements, ensuring optimal time utilization and follow-through on next steps.
  • Manages stakeholder relationships with professionalism, discretion, and responsive service.
  • Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls, and keeping each dean informed of all matters requiring their attention.
  • Maintains accurate records, filing systems, and documentation; safeguards the confidentiality of sensitive information, and ensures timely retrieval, reporting, and retention of all pertinent information and supporting materials.
  • Tracks key leadership initiatives and administrative priorities. Continuously and proactively evaluates administrative workflows to maximize efficiency, reduce redundancy, enhance responsiveness, and identify improvements that enhance and support team collaboration.
  • May provide additional support related to the academic priorities associated with the faculty appointments held by the deans, including course support through Canvas and related activities.
  • Directs staff to perform various tasks and assignments.
  • Performs other duties as assigned.


Rice University HR | Benefits:

Rice Mission and Values: Mission and Values | Rice University

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University's Human Resources Office via email at facstaffada@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.

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