Senior Administrative Associate

Executive and Departmental SupportProvide high-level executive support for the CMCO and Executive Director, including complex calendar management, meeting preparation, correspondence, and task prioritization.Coordinate travel arrangements, itineraries, reimbursements, and associated logistics for executives and departmental staff.Serve as a primary point of contact and liaison between executives and internal/external stakeholders, maintaining professionalism and discretion.Manage confidential information, correspondence and department records with accuracy and sensitivity.Administrative and Operational ManagementSupport day-to-day operations of the Marketing and Communications department, including scheduling, office management, procurement, and tracking of departmental expenses.Assist in planning and executing department meetings, retreats and events, including logistics such as catering, facilities coordination and materials preparation.Monitor departmental workflows, deadlines and requests to ensure timely execution and smooth operations.Maintain and update departmental systems for document management, contact lists, and project tracking.Project and Communication CoordinationAssist with special projects led by the CMCO and Executive Director, coordinating across units and ensuring follow-up on action items.Draft and edit correspondence, presentations and administrative documents as needed.Gather, organize and prepare background materials and data to support executive decision-making.Support internal communication within the department, including agendas, announcements and updates.Financial and Compliance SupportProcess purchasing, reimbursements and payment requests in compliance with UT policies and procedures.Reconcile department expenditures and assist with budget tracking, financial reports and account reconciliations.Monitor and manage department credit card usage and purchasing requests as needed.Other related duties as assigned MARGINAL OR PERIODIC FUNCTIONS:Assists with training on applicable UT processes as needed.Promotes individual professional growth and development by meeting requirements for mandatory/continuing education and skills competency while supporting department-based goals which contribute to the success of the organization; serves as preceptor, mentor and resource to less experienced staff.Adheres to internal controls and reporting structure.Performs related duties as required.KNOWLEDGE/SKILLS/ABILITIESProficiency with office productivity tools and databases, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn and apply new technologies to streamline administrative workflows.Strong verbal and written communication skills, with the ability to draft clear and professional correspondence, prepare polished documents and presentations, and interact effectively with a wide range of stakeholders.Exceptional attention to detail, ensuring accuracy in scheduling, record-keeping, financial processing and departmental communications.Demonstrated initiative and problem-solving skills, with the ability to anticipate needs, identify issues and develop effective solutions.Capacity to thrive in a fast-paced environment, balancing multiple priorities while maintaining flexibility and composure.Excellent organizational and time-management skills, with a proven ability to track tasks and deadlines to ensure timely completion of responsibilities.Collaborative and collegial approach to work, fostering positive relationships across the department and institution; skilled at navigating sensitive situations with professionalism, discretion and empathy.