Executive Assistant II

Job Title

Executive Assistant II

Agency

Prairie View A&M University

Department

Vice President-Business Affairs

Proposed Minimum Salary

Commensurate

Job Location

Prairie View, Texas

Job Type

Staff

Job Description

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The Executive Assistant II provides high-level, confidential, execution focused administrative support to the Senior Vice President for Business Affairs & Chief Financial Officer (SVP & CFO), whose portfolio spans finance, capital planning, facilities, information technology, business operations, risk management, and organizational effectiveness.  This role coordinates and facilitates the efficient execution of the Senior Vice President's daily priorities through effective management of schedules, correspondence, action items, and administrative processes while exercising independent judgment and maintaining confidentiality in matters of significance.

The Executive Assistant supports key business and financial initiatives, assists with project coordination, budget monitoring, and strategic planning activities, and ensures alignment with the university’s operational and financial goals.  Maintains high level interactions with the campus community and assists with highly confidential and critical administrative matters.

The salary is determined in accordance with the University’s compensation structure and will be commensurate with the candidates’ education and experience, within the assigned salary range for this position. 

Responsibilities:

• Manage a complex, high-volume, and frequently shifting executive calendar; proactively resolve conflicts and prioritize according to the SVP& CFO’s stated priorities, coordinating with internal and external parties at a senior level.
• Arrange and coordinate commitments including committee and council meetings, board meetings, and staff, leadership, and budget meetings.
• Prepare the SVP & CFO for meetings by assembling agendas, briefing notes, readahead packages, task lists, presentations, and relevant background in advance; record and distribute minutes and action-item summaries.
• Track commitments and action items delegated by the SVP & CFO; monitor progress, flag slippage early, and ensure timely, high-quality completion without requiring follow-up prompting.
• Draft, review, proofread, and format correspondence, memos, and reports in the SVP & CFO’s voice and to executive standard, ensuring accuracy and professionalism.
• Serve as a filter and first point of contact for the SVP & CFO’s inbox and phone line, triaging by urgency and routing appropriately.
• Maintain a master tracking system for the SVP’s active projects, initiatives, and deliverables across all portfolio areas (finance, capital planning, facilities, technology, operations, risk); break projects into task lists, deadlines, and dependencies.
• Execute discrete tasks delegated by the SVP & CFO for research purposes, document preparation, data compilation, and logistics to completion, applying evaluative judgment to identify and use appropriate information.
• Coordinate document routing, approvals, and signatures across departments on the SVP’s behalf, limited to what is needed to move the SVP’s own work forward.
• Coordinate travel arrangements and process travel reimbursements and expense reports.
• Plan and coordinate logistics for meetings, events, and special functions the SVP hosts or attends (room booking, materials, technology setup), providing on-site support when required.
• Manage recurring administrative cycles relevant to the SVP’s responsibilities (budget deadlines, reporting calendars, compliance dates).
• Compile and maintain confidential records, documents, and reports; keep organized digital and physical files for active and closed projects.
• Prioritize work and resolve routine conflicts and issues; implement administrative guidelines and procedures for the unit.
• Exercise discretion and independent judgment within the scope of delegated responsibilities, maintaining strict confidentiality of all financial, personnel, and risk-related information encountered in the course of duties.
• Serve as Office Manager of the Division Business Affairs Suite.
• Identify and support items through the procurement process for the Division of Business Affairs; track and manage vendor payments and agreements in accordance with university procurement and financial guidelines.
• Maintain the  Business Affairs Suite’s Conference Room and ensure technology remains in working order and the room is scheduled and supports a variety of meetings.
• Oversee suite-level budget management, fiscal records, and administrative duties in support of the Division of Business Affairs objectives.
• Support the office through stocking, inventory, and recordkeeping of office supplies, executive gifts, and recruitment tools.
• Liaise with IT and other related offices for technical needs involving copiers or office equipment.
• Support division communications continuing to keep all employees informed of key initiatives.
• Performs other duties as assigned

Required Education & Experience:

• Bachelor’s degree in applicable field or equivalent combination of education and experience.
• Four years of related experience as an executive assistant supporting a senior executive, ideally in higher education, government, or a multi-portfolio corporate environment. 

Required Knowledge, Skills & Abilities:

• Knowledge of word processing, spreadsheet, and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organizational skills.

Preferred Qualifications:

• Bachelor’s degree in business administration, public administration, or a related field.
• Five or more year of experience supporting a senior or executive level administrators in a university, public-sector, or large-organization business affairs / finance function.
• C-Suite support and engagement experience.
• Familiarity with capital projects, facilities operations, or risk management terminology.
• Demonstrate discretion in handling confidential financial, personnel, or risk-related information.

• Strong project-tracking skills across multiple concurrent workstreams and long-term horizons.

• Excellent written communication; able to draft polished correspondence with minimal editing.

• Proficiency with standard productivity and scheduling tools, and comfort working within AI-augmented workflows (the SVP actively uses AI tools as part of daily operations).
• Exceptional customer-service skills with troubleshooting ability.
• Ability to effectively communicate and interpret reporting requirements across various applications.

• Ability to address complex, sensitive issues in a confidential manner and with a high level of responsibility.

• Ability to handle sensitive and highly confidential information and high-profile visitors with discretion, reporting accurately to appropriate individuals.

Special Requirements:

• Applicants with equivalent experience in lieu of a Bachelor’s degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelor’s degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of eight years of experience.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.