Executive Assistant (Finance)

Special Instructions to Applicants:

All interested applicants should attach a resume and cover letter 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 will play a critical role in supporting the Dean of Humanities and ensuring the efficient operation of the Dean's office. Reporting to the Assistant Dean, this multifaceted position combines executive-level support with comprehensive office management duties, requiring a high degree of professionalism, discretion, and organizational skill. This role requires a dynamic and positive attitude, attention to detail, and the ability to handle sensitive information with discretion.

Ideal Candidate Statement:
The ideal candidate is a proactive, positive individual with a genuine desire to help others and ensure the smooth operation of the Dean's office. They thrive in a dynamic environment where multitasking is key and approach tasks with a can-do attitude. Their organizational skills are exceptional, enabling them to manage complex schedules and office operations with ease.
A natural problem solver and self-starter, they anticipate needs before they arise and take the initiative to address them. Their commitment to helping people is evident in their work-whether supporting the Dean, assisting with office functions, or interacting with staff, faculty, and external stakeholders.
Discretion and professionalism are second nature to them, especially when handling confidential information. They are also skilled communicators, adept at managing relationships and ensuring clear, effective communication across all levels of the organization. They take pride in their work, understanding that their contributions are vital to the success of the Dean's office and the broader organization.
In this role, their proactive approach, positive outlook, and dedication to helping others will be key to maintaining an efficient, organized, and supportive office environment.

Workplace Requirements:
On-campus position: This position is exclusively on-site, necessitating all duties to be performed in person in the School of Humanities, Monday-Friday, 8 a.m.-5 p.m. While the role primarily follows standard business hours, occasional evening or weekend work may be required to support key initiatives or events. We appreciate flexibility and will always aim to communicate scheduling needs in advance.

Hiring Range:
This position is benefits-eligible and exempt and has an expected minimum salary of $70,000, dependent on experience and qualifications.
*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements:

• Bachelor's degree
• Three (3+) years of proven experience in office administration, project management, executive assistant, or similar roles

Skills:

• Demonstrated leadership skills with the ability to influence and motivate constituencies that may span multiple organizational boundaries
• Excellent planning, organizational, and analytical skills, with the ability to prioritize tasks effectively
• Excellent written and verbal communication skills
• Exceptional attention to detail and a proactive approach to tasks
• Demonstrated ability to make sound business decisions using good judgment and innovative, creative problem-solving
• Ability to handle confidential information with integrity and professionalism
• Strong problem-solving skills and the ability to work independently with minimal supervision
• Demonstrated ability to manage financial, organizational, and staff resources
• Excellent interpersonal and communication skills with the ability to cultivate professional and business partnerships
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proficiency in Google Calendar management

Preferences:

• Experience working in higher education or other nonprofit institutions

Essential Functions:

Dean's Administrative Support:

• Provide administrative support to the Dean, including full calendar management, scheduling, and meeting coordination
• Prepare and edit correspondence, reports, presentations, and other documents as needed
• Process monthly expense reports
• Handle confidential information with a high level of discretion and professionalism
• Assist in preparing for the Campbell Lecture Series, Humanities Advisory Board meetings, external reviews, and job candidate visits, including preparing agendas, itineraries, and managing logistics, including travel
• Coordinate communication between the Dean and internal/external stakeholders

Office Administration:

• Liaise with Development and Alumni Relations to execute fundraising strategies and efforts
• Coordinate and manage office events and meetings
• Serve as the primary point of contact for vendors and service providers
• Interpret, implement, and comply with policies and regulations
• Recommend actions and resolve complex issues that often span organizational boundaries
• Manage outreach strategies that may include relationship development, communications, and compliance
• Perform all other duties as assigned

Additional Functions:

• May support other programs, initiatives, and events in the Humanities

Rice University HR | Benefits: https://knowledgecafe.rice.edu/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 contact Rice University's Disability Resource Center at 713-348-5841 or adarice@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.