Executive Administrative Assistant (HR Title: Administrative Assistant II)

About SMU

SMU's more than 12,000 diverse, high-achieving students come from all 50 states and over 80 countries to take advantage of the University’s small classes, meaningful research opportunities, leadership development, community service, international study and innovative programs. SMU serves approximately 7,000 undergraduates and 5,000 graduate students through eight degree-granting schools: Dedman College of Humanities and Sciences, Cox School of Business, Lyle School of Engineering, Meadows School of the Arts, Simmons School of Education and Human Development, Dedman School of Law, Perkins School of Theology and Moody School of Graduate and Advanced Studies. SMU is data driven, and its powerful supercomputing ecosystem – paired with entrepreneurial drive – creates an unrivaled environment for the University to deliver research excellence. Now in its second century of achievement, SMU is recognized for the ways it supports students, faculty and alumni as they become ethical, enterprising leaders in their professions and communities. SMU’s relationship with Dallas – the dynamic center of one of the nation’s fastest-growing regions – offers unique learning, research, social and career opportunities that provide a launch pad for global impact. SMU is nonsectarian in its teaching and committed to academic freedom and open inquiry.

About the Position

This role is an on-campus, in-person position. The Executive Assistant provides high-level administrative support to designated Executive Directors or Assistant Vice Provosts within the Division of Enrollment Services. This role ensures the effective execution of administrative operations including budget, purchasing, travel arrangements, expense reports, HR processes, and building coordination. The position may also support shared responsibilities such as student worker oversight, room reservations, building supply orders and facilities liaison duties. This position requires strong collaborative presence, discretion, initiative, and the ability to build trusted relationships. Assignments may shift based on departmental needs and individual strengths.

Essential Functions

Executive Support

• Provide direct administrative support to assigned Executive Directors or AVPs.
• Manage calendars, schedule meetings, and prioritize sensitive matters.
• Draft and edit communications, memos, and reports.
• Specialized administrative duties aligned with assigned AVP Triaging issues required Eds or AVPs attention.

Office Operations & Communication

• Organize meetings and events, including logistics and communications.
• Serve as point of contact for visitors and inquiries.
• Coordinate internal and external communications.
• Preparing meeting materials and notes.

Budget, Purchasing, and Travel

• Reconcile invoices, process travel requests and expense reports.
• Monitor budgets and prepare regular financial reports.
• Submit purchase orders and check requests.
• Office supply inventory and orders (STAPLES).

Human Resources & Onboarding

• Prepare HR paperwork for hires and promotions.
• Coordinate onboarding tasks (equipment, access, cards, etc.).
• Assist with recruitment and interview logistics.

Student Worker & Temp Staff Management

• Track hours and leave for student workers and seasonal staff.
• Liaise with Payroll for payment issues.
• Serve as backup for bi-weekly staff reporting.

Building Coordination & Facilities Liaison

• Oversee room reservations and building access.
• Coordinate with Facilities for maintenance and space needs.
• Manage shared resources and supplies.

Special Projects & Communications

• Support division-wide initiatives (e.g., newsletters, events).
• Assist with planning and execution of special projects.
• Provide flexible support across departments as needed.

Education and Experience

High School diploma is required. A Bachelor's degree is preferred. A minimum of 1 year of experience is required in administrative support is required. Experience in higher education or enrollment services is preferred.

Knowledge, Skills and Abilities

Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills. Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time management skills. Candidate should be detail oriented, able to work independently to meet deadlines, proficient in Microsoft Office Suite, have a proven ability to work in a fast paced always changing environment and be able to uphold confidentiality and discretion. Candidate should be available to work occasional evenings and weekends for events and be able to drive motorized vehicles.

Physical and Environmental Demands

Sit for long periods of time. Lift 25 lbs. Ability to bend, squat, stand reach above shoulders, push, pull and kneel.

Deadline to Apply

Applications submitted by May 18, 2026 will receive priority consideration. The deadline to apply is June 8, 2026.

EEO Statement

SMU is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, age, disability, genetic information, veteran status, sexual orientation, or gender identity and expression.

Benefits

SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution. SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU. The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.

Key skills/competency

• Executive Support
• Office Operations
• Budget Management
• Human Resources
• Event Planning
• Communication Skills
• Problem-Solving
• Organizational Skills
• Microsoft Office Suite Proficiency
• Confidentiality and Discretion