Executive Assistant - Technology & Innovation

Within the Technology & Innovation (TDI) department, the Executive Assistant provides high-level administrative support that helps technology and digital leadership operate efficiently, maintain effective communication, and advance strategic priorities across the organization. The Executive Assistant serves as a trusted resource for senior leadership, supporting the Senior Vice President, Chief Technology and Digital Officer and department leadership with complex administrative functions, travel coordination, project support, and confidential communications. The Executive Assistant works closely with leaders across UT MD Anderson to ensure seamless operations and exceptional service while contributing to the success of the Technology & Innovation team.

The ideal candidate has a Bachelor's Degree and experience supporting executive-level leaders in a fast-paced environment. Preferred qualifications include extensive Outlook calendar management, Concur experience, international travel coordination, faculty CV management skills, a proactive approach, a strong sense of urgency, and experience supporting C-suite executives.
Salary Range (40-hour work week)\: Minimum $25.48/hour – Midpoint $31.73/hour – Maximum $37.98/hour
Work Location\: Remote position with some onsite travel.

Responsibilities
Office Administration
• Collaborate with the Executive Office Administrator to manage the administrative affairs of the SVP, Chief Technology and Digital Officer and Technology & Innovation Director
• Manage priorities in a timely, confidential, and professional manner
• Arrange appointments, meetings, conferences, teleconferences, retreats, and department events
• Generate agendas and document meeting minutes • Prepare presentations, reports, correspondence, and spreadsheets
• Prioritize assignments based on business importance and deadlines
• Proactively manage executive calendars, appointments, and supporting documentation
• Prepare daily and weekly briefings and communicate upcoming deadlines and commitments
• Serve as a liaison between Technology & Innovation and other departments by communicating directives, assignments, and status updates
• Interact professionally with internal and external executive leaders while serving as the public-facing administrative resource for department leadership

Executive Calendar & Communication Support
• Utilize electronic scheduling and calendar management tools efficiently and effectively
• Monitor schedules for accuracy, conflicts, and changes
• Coordinate, communicate, and follow up on daily executive activities
• Ensure executives receive timely and accurate meeting, travel, and itinerary information
• Maintain highly confidential correspondence and information
• Analyze problems and participate in decisions affecting the divisions
• Provide backup support to executive leaders throughout Technology & Innovation
• Support continual improvement of communication and administrative processes

Travel Management
• Utilize Concur to arrange and manage high-volume and complex travel requests
• Coordinate domestic and international travel arrangements for executive leadership and team members
• Submit travel requests, registrations, and related documentation
• Arrange airline, hotel, transportation, and itinerary details
• Prepare and process expense reports
• Respond quickly and accurately to travel updates and schedule changes
• Ensure compliance with state regulations and institutional and divisional travel policies

Division Support
• Serve as Kronos primary or backup timekeeper for Technology & Innovation divisions
• Keep the Technology & Innovation Administrator informed of timekeeping issues
• Function as backup administrative staff team lead
• Participate in administrative support staff selection and interview processes
• Coordinate onboarding and offboarding activities for employees and contractors
• Perform project and initiative coordination activities as assigned
• Meet regularly with department administrators and executive leadership regarding project status and priorities
• Assist team members with institutional systems, including Concur

Special Events & Administrative Projects
• Plan, manage, and coordinate logistics for town halls, retreats, special programs, and departmental events
• Coordinate meeting scheduling, conference room reservations, facilities requests, and catering arrangements
• Support move and space-planning activities in partnership with department administrators
• Assist with oversight of program spending and budget reconciliation activities
• Monitor and communicate progress on event planning activities
• Escalate issues and risks to executive leadership when appropriate
• Support special administrative projects and programs as requested
• Perform other duties as assigned