Executive Assistant to the Provost and Executive Vice President of Academic Affairs

Job Title

Executive Assistant to the Provost and Executive Vice President of Academic Affairs

Agency

Tarleton State University

Department

Division of Academic Affairs

Proposed Minimum Salary

Commensurate

Job Location

Stephenville, Texas

Job Type

Staff

Job Description

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Executive Assistant to the Provost and Executive Vice President of Academic Affairs in the Office of the Provost . As part of a vibrant academic community dedicated to excellence in teaching, research, and service, this role offers the opportunity to contribute meaningfully to a university that values innovation, collaboration, and inclusive growth.

Join us in advancing knowledge and transforming lives—on campus and beyond. Tarleton State University continues to grow its impact across Texas, with four distinct campuses located in Stephenville, Fort Worth, RELLIS-Bryan and Waco , along with a robust online community that extends our reach even further.

At the heart of it all is Stephenville , where Tarleton State offers a dynamic environment for faculty and staff. From a lively live music scene and numerous local festivals to rich traditions rooted in the surrounding community, Stephenville provides a vibrant and welcoming atmosphere.

No matter where you're located—on campus or online—you are part of a mission that transforms lives and makes a difference across the state of Texas and beyond.

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Important Immigration Information:

A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Tarleton State University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Tarleton State University subject to this fee.

In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate.

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This position reports directly to the Provost and serves as the primary administrative support for the Office of the Provost. The Executive Assistant II is responsible for coordinating and managing executive-level scheduling, preparing and organizing meetings and events, and providing comprehensive administrative and organizational support.

The staff member in this role works in a fast-paced environment and plays a critical role in supporting the Provost’s day-to-day operations, allowing for focus on high-level leadership, strategic planning, and advancement of University initiatives.

This is an in-office position located in Stephenville, Texas. The work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with additional hours as required to meet operational needs, including occasional evenings and weekends. Serves as Campus Security Authority (CSA).

Responsibilities:

• Calendar Management: Coordinates and manages the Provost's calendar, schedules meetings, appointments, and events.
• Ensures effective time management by assisting with prioritization and optimization of the Provost's schedule.
• Exercises independent judgment when scheduling or rescheduling meeting requests.
• Communication: Acts as the primary point of contact between the Provost and internal/external stakeholders, managing the Provost Office’s general email and phone line.
• Conserves the Provost’s time by reading, researching, and routing correspondence; drafting letters, documents, and correspondence/communications for internal and external contacts; collecting and analyzing information; and initiating, managing, and responding to emails, calls, and inquiries on behalf of the Provost.
• Works collaboratively with other university divisions, colleges, and departments, as well as system divisions, to facilitate effective communication and coordination.
• Meeting Preparation: Prepares agendas, materials, and documentation for meetings attended by the Provost.
• Attends meetings, takes accurate minutes, and follows up on action items as needed.
• Travel Coordination: Arranges travel for the Provost, including accommodations and transportation.
• Prepares travel itineraries and ensures all necessary arrangements are in place.
• Processes travel reimbursement and expense reconciliation in a timely manner.
• Administrative Support: Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Provides historical reference by utilizing filing and retrieval systems and reco r ding meeting discussions.
• Supports Provost-led projects such as academic leadership searches, consultant-led projects, and programming with external visitors.
• Maintains department confidence and protects operations by keeping information confidential
• Manages the drafting, review, and submission of contracts and MOUs on behalf of the Provost’s Office.
• Event Coordination: Assists in the planning and coordination of special events, conferences, and ceremonies hosted by the Provost's office.
• Other Duties as Assigned
• Minimum Requirements
• Required Education and Experience
• Bachelor's degree from an accredited institution in an applicable field or equivalent combination of education and experience.
• Four years’ experience as an executive assistant or in a similar administrative or managerial role.
• Required Knowledge, Skills, And Abilities: Exceptional organizational, multi-tasking, and time-management skills.
• Strong oral and written communication skills.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to maintain confidentiality, exercise good judgement, and to act professionally with a high level of discretion.
• Ability to maintain timeliness and attention to detail in a fast-paced environment.

Application Procedure:

During the application process applicants have one opportunity to enter the requested information, upload documents and Submit the application. Applicants will not be able to make changes or add additional documents once the application materials have been submitted via "Submit" action.

Employment applications must include:

• Completed online application
• Cover Letter / Letter of Interest addressing qualifications
• Curriculum Vitae or Resume
• At least 3 current professional references and their full contact information

Applications received by Tarleton State University must have all job application data entered.  Failure to provide all job application data could result in an invalid submission and a rejected application.  “See resume” is not an acceptable entry in the job application.  Incomplete applications will not be considered.

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.