Executive Administrator

Special Instructions to Applicants : All interested applicants should attach a cover letter and a resume in the Supporting Documents section of the application. We suggest the documents be in a PDF format to avoid formatting issues.

Position Summary

The Executive Administrator provides advanced, diversified administrative and project support to the Managing Directors in the Investment Team at Rice Management Company (RMC). The Executive Administrator plays a critical role in ensuring the efficient operation of the investment team by coordinating schedules, managing deadlines, and facilitating communication both internally and externally. The Executive Administrator acts as a representative of the investment team, maintaining a high level of professionalism in all interactions.

The ideal candidate has a bachelor's degree, and 4+ years of prior experience in senior executive support, works proficiently with technology, manages needs proactively, and is skilled at writing professional correspondence.

This is a full-time, on-site, benefits-eligible position.

Requirements

• Bachelor's degree
• 4+ years' of experience in senior executive support
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year-for-year basis may be substituted
• Excellent verbal and written communication skills, including editing and proofreading
• Excellent planning and organizational skills
• Demonstrated ability to handle sensitive issues and maintain confidentiality
• Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
• Contextual understanding of the executive's role within the university framework
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact

Preferences

• Experience as an executive assistant within a corporate environment, investment firm, and/or banking/financial industry
• Ability to multi-task, adapt to changing priorities, and meet deadlines
• Advanced computer skills and demonstrated experience with office software and email applications
• Ability to independently resolve problems with a positive attitude

Essential Functions

• Coordinates the executive's activities, including management of a complex calendar, travel arrangements, and associated logistics
• Independently allocates the executive's time to individuals seeking access based on a comprehensive understanding of the executive's priorities, needs, and role within the university framework
• Independently prioritizes, plans, coordinates, and/or oversees logistics for meetings with individuals and entities internal and external to the university
• Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; keeps the executive informed of all matters requiring his / her attention
• Composes correspondence; develops, reviews, and edits presentations and documentation; independently researches and analyzes associated issues and/or compiles materials needed for presentation and/or decision-making purposes
• Oversees and/or manages multiple projects; anticipates and tracks critical dates, events, and organizational issues for the executive; follows up with appropriate parties to ensure deadlines are met
• Manages expense reporting for executives
• Supports meetings held at RMC by reserving meeting space, greeting visitors, and ensuring all necessary resources and technology are available for successful meeting execution.
• Performs all other duties as assigned

Additional Functions

• Supports the investment team in navigating resources within Rice University, such as connecting with experts in the field of research related to an investment opportunity
• Supports the investment team to vet incoming media inquiries through the Rice University Office of Public Affairs
• Accesses investment reports and correspondence in the database to prepare executives for meetings
• Tracks annual meetings hosted by investment fund managers and coordinates representation from RMC
• Supports onboarding of new hires
• Collaborates with others to provide event planning and project support

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Rice University is an Equal Opportunity Employer with a commitment to diversity at all levels and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.