Job Information
UNIVERSITY OF TEXAS AT AUSTIN Senior Administrative Associate, Kay Bailey Hutchison Energy Center in Austin, Texas
Executive Administrative Support Manage and proactively coordinate calendars and schedule meetings for the Executive Director and Managing Director, exercising discretion to prioritize competing demands.Coordinate logistics for internal and external meetings, including room reservations, technology needs, and participant communications.Draft, organize, and maintain agendas, briefing materials, and routine correspondence for leadership review.Independently track follow-up items, deadlines, and action items to ensure commitments are met.Serve as a trusted administrative liaison between Center leadership and internal and external stakeholders.Office Operations Serve as the primary administrative point of contact for the Center, responding to inquiries and routing requests as appropriate.Establish and maintain organized digital and physical filing systems to support compliance, continuity, and institutional memory.Coordinate office operations including supplies, shared resources, and administrative workflows.Support onboarding of staff and student employees, including coordination of access, systems, and required documentation.Process and track administrative payments, reimbursements, and routine financial documentation in coordination with Center leadership and McCombs administrative offices.Travel and Expense Coordination Independently coordinate and manage complex travel arrangements for Center leadership, including multi-day and multi-city itineraries.Prepare detailed travel itineraries and logistical schedules to support efficient and compliant travel.Assist with travel logistics for Senator Kay Bailey Hutchison, as applicable, requiring a high degree of discretion and professionalism.Process reimbursements and expense reports in compliance with university policies.Maintain accurate and organized documentation to support audits and reporting.Council Administrative Support Maintain and regularly update Council contact lists, records, and engagement materials.Coordinate scheduling, logistics, and material distribution for Council meetings.Support annual Council dues invoicing, including coordination with McCombs finance offices, tracking payments, and conducting follow-up communications as needed.Draft communications, briefing materials, and follow-up documentation for leadership review.Track Council-related action items and support ongoing engagement efforts, particularly as they relate to fundraising and strategic initiatives.