Executive Assistant III

Job Title

Executive Assistant III

Agency

Texas A&M University - Kingsville

Department

Enrollment Management

Proposed Minimum Salary

Commensurate

Job Location

Kingsville, Texas

Job Type

Staff

Job Description

About Texas A&M University–Kingsville

Texas A&M University–Kingsville (TAMUK), the oldest institution of higher learning in South Texas and a proud member of the Texas A&M University System, stands as the region’s premier university. TAMUK offers the widest range of academic programs and degrees in South Texas, provides exceptional learning and residential facilities, conducts impactful research, awards substantial scholarships, and has awarded more than 80,000 degrees in the institution’s 100-year history.

The university is recognized for its unwavering commitment to student success, meaningful research, and deep community engagement. With a welcoming campus culture and strong regional partnerships, TAMUK offers faculty and staff a unique opportunity to make a lasting difference in the lives of students and the broader South Texas region.

Location:  The University is located in historic Kingsville, a friendly, safe city of 25,000 that is the home of the legendary King Ranch. Corpus Christi and its beaches are just 40 miles to the northeast, and the border with Mexico is 120 miles to the south at Brownsville or 119 miles to the west at Laredo.

For more information, click here .

Position Overview

The Executive Assistant III provides advanced executive-level administrative, operational, and project support to the Vice President for Enrollment Management. The position serves as a key liaison among university stakeholders, coordinates divisional initiatives and communications, supports strategic enrollment objectives, and manages highly confidential information while exercising considerable independent judgment and discretion.

Essential Duties and Responsibilities

Executive and Administrative Support

Provide comprehensive administrative support to the Vice President for Enrollment Management, including managing complex calendars, scheduling meetings, coordinating travel arrangements, and prioritizing commitments.

Serve as the primary point of contact for internal and external constituents seeking information or access to the Vice President.

Prepare, review, edit, and distribute correspondence, reports, presentations, and official communications on behalf of the Vice President.

Manage confidential and sensitive information with discretion and professionalism.

Coordinate daily office operations and ensure administrative activities are conducted efficiently and in accordance with university policies and procedures.

Serve as the primary liaison to Human Resources for personnel business processes, including onboarding, offboarding, hiring actions, employee status changes, position management transactions, and required employment documentation.

Coordinate the preparation and submission of annual reports, institutional effectiveness documentation, and related administrative reports by collecting, organizing, and maintaining required information, supporting materials, and reporting schedules.

Enrollment Management Coordination

Support strategic enrollment initiatives by coordinating meetings, projects, and activities involving Admissions, Financial Aid, Undergraduate and Graduate Recruitment, and other university departments.

Assist in tracking enrollment goals, key performance indicators, and divisional initiatives.

May compile, organize, and maintain enrollment-related data, reports, and records for leadership review and decision-making.

Monitor action items and follow-up activities arising from enrollment management meetings and committees.

Communication and Relationship Management

Facilitate communication between the Vice President and university leadership, academic colleges, departments, students, parents, and external partners.

Draft and distribute meeting agendas, minutes, and follow-up correspondence.

Coordinate responses to inquiries, ensuring timely and professional customer service.

Represent the Vice President's Office in meetings and events as assigned.

Meeting and Event Coordination

Coordinate logistics for divisional meetings, advisory councils, enrollment committees, recruitment events, and university programs.

Prepare meeting materials, presentations, briefing documents, and supporting information for executive leadership.

Assist with planning and execution of enrollment-related conferences, recruitment events, orientation programs, and special projects.

Financial and Budget Support

Process purchasing, travel reimbursements, invoices, and other financial documents in accordance with university and Texas A&M System procedures.

Manage the processing and payment of vendor contracts, service agreements, and related invoices, ensuring compliance with university and Texas A&M System policies, procedures, and approval requirements.

Monitor departmental budgets and expenditures and prepare reports for administrative review.

Maintain records of divisional expenditures and assist with budget planning activities.

Records Management and Compliance

Maintain official records, files, and documentation in compliance with state, federal, university, and system requirements.

Ensure proper retention and security of confidential student and personnel information.

Assist in responding to audits, public information requests, and compliance reporting needs.

Project Management and Special Assignments

Serve as the divisional 4DX coordinator by scheduling accountability meetings, maintaining scoreboards and supporting documentation, tracking progress on strategic goals, and coordinating the collection and distribution of performance updates for leadership review.

Coordinate special projects and strategic initiatives on behalf of the Vice President.

Research, analyze, and compile information to support executive decision-making.

Develop administrative processes and procedures to improve operational efficiency within Enrollment Management.

Track project timelines and provide progress updates to leadership.

Other Duties

The above represents the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions. Other duties may be assigned

Qualifications

• Required Education
• Bachelor’s degree in a related field.
• Required Experience
• Six (6) years of related experience.
• Knowledge, Skills, and Abilities
• Strong relationship-building and stakeholder-management skills.
• Strong project management and organizational skills.
• Knowledge of office administration practices, procedures, and customer service principles.
• Effective verbal and written communication skills.
• Ability to organize, prioritize, and manage multiple assignments while meeting established deadlines.
• Ability to exercise sound judgment, discretion, and maintain confidentiality in handling sensitive information.
• Skill in coordinating meetings, events, schedules, and administrative activities.
• Proficiency in Microsoft Office applications and other business-related software systems.
• Ability to establish and maintain effective working relationships and collaborate with individuals at all organizational levels.
• Ability to work independently, solve problems, and adapt to changing priorities in a fast-paced environment.
• Other Requirements
• Other Requirements and Factors
• This position is security sensitive
• This position will require export-control authorization prior to starting employment.
• Commitment to Caring Campus principles, with the ability to provide exceptional customer service, foster positive relationships, and promote a welcoming, responsive, and student-centered environment for internal and external constituents.
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements
• Why Join the Javelina Nation?
• Texas A&M University–Kingsville offers a supportive, mission-driven culture focused on excellence in teaching, research, and service. All employees enjoy:
• A welcoming campus community
• Opportunities for professional development
• Competitive benefits through the Texas A&M University System
• A rewarding experience of helping students achieve their academic and career goals
• Shared Values: TAMUK employees uphold the Shared Values of Care, Integrity, Pride, Innovation, and Excellence, which form the foundation of the University’s culture and guide its strategic plan. More information on TAMUK’s Strategic Plan and Shared Values can be found here .
• 4DX : TAMUK employees actively engage in Franklin Covey’s 4 Disciplines of Execution (4DX) activities within their departments. TAMUK utilizes 4DX as the framework for pursuing strategic goals by creating a culture of high performance. This requires participation from all faculty and staff. More information on 4DX can be found here .
• Caring Campus:  TAMUK employees embody the Institute for Evidence Based Change’s Caring Campus mindset, maintaining a collegial and caring attitude towards students and each other to foster student engagement and a positive, collaborative work environment. More information on Caring Campus can be found here .