Executive assistant jobs in El Paso, TX - 45 jobs

Information Hiring Department: Keck Center & Aerospace Center FLSA status: Exempt Required Application Materials: * Resume * Cover Letter * List of three references Note: To the extent that this position involves research, work, or access to critical infrastructure as referenced in Executive Order GA-48, being hired for and continuing to be employed in this position requires the ability to maintain the security or integrity of the infrastructure. This position is full-time, temporary12/1/2025-8/31/2026, contingent on availability of funds, position with possibility of extension, and may be eligible for full benefits, including medical, dental, and vision. The primary accountabilities are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions. Position Summary Summary: This position provides complex clerical and administrative services and assistance, requiring significant latitude, independent judgment, and discretion on a frequent basis. Additionally, this position handles a variety of situations involving the clerical and administrative function of the office, which often cannot be brought to the attention of the executive. Keeps official records and executes administrative policies determined by or in conjunction with other officials. This position supports executive leadership across the Aerospace Center and the Keck Center for 3D Innovation and operates in a high-paced environment requiring proactive follow-through, excellent prioritization, and strong professionalism, including the ability to communicate on behalf of Executive Directors and Vice Presidents as appropriate. Note: The primary accountabilities below are intended to describe the general content of and requirements of this position and are not intended to be an exhaustive statement of duties. Incumbents may perform all or some of the primary accountabilities listed below. Specific tasks or responsibilities will be documented in the incumbents' performance objectives as outlined by the incumbents' immediate supervisor or manager. This position is security-sensitive and subject to Texas Education Code §51.215, which authorizes the employer to obtain criminal history record information. A valid driver's license issued by the State where the applicant resides and insurability as defined in UTS 157 may be required to perform the position's essential functions. Statement of Duties and Responsibilities: Provides clerical and administrative support for executive and management staff supporting the Aerospace Center and the Keck Center for 3D Innovation; prepares letters, memos, and other documents as needed. Coordinates all aspects of executive's travel and appointment schedule to include planning and scheduling meetings, conferences, teleconferences, and booking travel plans; exercises initiative and minimizes executive's travel time by logistically coordinating all meetings. On a daily basis, researches and gathers information needed by the executive for all meetings and appointments; confers with executive and other members of management to identify all reports or information needed for all appointments or meetings. Supervises various office management functions, including scheduling and preparing staff departmental meetings, ordering and monitoring inventory and office supplies, and coordinating facilities and mail service activities. This may also include typing routine correspondence, as well as filing correspondence and other records. Acts as a liaison for management by effectively interacting with faculty, campus personnel and visitors/customers. Demonstrates strong professionalism and communication skills, including the ability to represent executive leadership and communicate on behalf of Vice Presidents within established guidelines and expectations. May serve as a human resources liaison by processing personnel action paperwork in conjunction with established organizational policies and procedures. This position may be responsible for ensuring a timely and accurate processing of personnel action paperwork. May supervise the reception activities which include meeting and greeting visitors or customers, answering telephones, giving general information, or routing incoming calls to the appropriate personnel. Prepares or assists in the preparation of various reports as assigned or requested. This includes researching and presenting research findings and recommendations to management. Contacts or responds to contacts from high-ranking individuals who may be from governmental or key firms and may involve unique situations, which requires each contact to be handled differently, using judgment and discretion. Interprets requests and helps implement action, as well as decides whether the executive or other members of management should be notified of important or emergency matters, as needed. In executive's absence, ensures that requests for action or information are relayed to the appropriate staff member. Conserves executive's time by collecting and analyzing information and initiating telecommunications. Exercises strong prioritization skills to manage competing deadlines and shifting priorities in a high-paced environment. Exercises initiative to respond to individuals, which requires knowledge of executive's views and philosophy. Maintains confidence and protects operations by keeping a high degree of confidentiality on all sensitive information. Processes new appointments or changes in appointments via BIS/KRONOS systems. Arranges programs, events, trainings, and meetings by arranging for facilities (and caterer), issuing information or invitations, and coordinating speakers. Creates and maintains database and spreadsheet files. Leverages technology to improve office efficiency, including creating and using new tools, templates, trackers, or workflows to streamline administrative processes. Demonstrates proficiency with Microsoft Office Suite and comfort using technology in an office environment; able to learn and use institutional software systems. Comfortable leveraging AI-enabled productivity tools (for example, Copilot) and other emerging technologies to support administrative and operational efficiency. Acts as custodian of university documents and records. Complies with all State and University policies. Other duties may be assigned. Supervisory Responsibilities: No supervisory responsibilities. Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Required Qualifications: Education: Bachelor's degree from four year college or university within area of assigned responsibility. and Experience: Four years related experience to the statement of duties and responsibilities; or equivalent combination of education and experience. Tech-friendly and comfortable using technology in the office, with specific proficiency in Microsoft Office Suite. AI-friendly, with knowledge of or ability to learn tools like Copilot, and a drive to create and utilize new tools for office efficiency and automation. Proven ability to work in a high-paced, proactive environment, and excellent task prioritization skills. Why Pick UTEP About the University of Texas at El Paso UTEP is a comprehensive public research university that is increasing access to excellent higher education. We advance discovery of public value and positively impact the health, culture, education, and economy of the community we serve. The University of Texas at El Paso is America's leading Hispanic-serving university. Located at the westernmost tip of Texas, where three states and two countries converge along the Rio Grande, 84% of our 24,000 students are Hispanic, and more than half are the first in their families to go to college. UTEP offers 172 bachelor's, master's and doctoral degree programs at the only open-access, top-tier research university in America. College of Engineering The College of Engineering at the University of Texas at El Paso (UTEP) is dedicated to fostering innovation, education, and research in engineering and technology. With a mission to prepare the next generation of engineers, the college offers a wide range of undergraduate, graduate, and doctoral programs across various disciplines. Its diverse faculty and cutting-edge research facilities drive discoveries and solutions to real-world challenges, contributing to advancements in science, technology, and the overall growth of the Border Region. UTEP's College of Engineering is committed to academic excellence, community engagement, and shaping the future of engineering. Aerospace Center The Aerospace Center at The University of Texas at El Paso (UTEP) we serve as a nexus for innovation, forging strategic partnerships across a dynamic ecosystem (a New Frontier Ecosystem!) of government agencies, industry leaders, small businesses, venture studios, venture capital firms, other research centers, and national laboratories. By translating and integrating cutting-edge research with real-world applications, our partnerships accelerate breakthroughs, cultivate entrepreneurial ventures, and drive the future of aerospace technology. Keck Center Located at The University of Texas at El Paso, the Keck Center is a unique multidisciplinary research facility focused on the use and development of Additive Manufacturing (AM) technologies with primary focus areas in AM Technology Development, Engineered and Structured Materials, and Advanced AM Applications. Additional Information Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to feel; and reach with hands and arms. The employee is occasionally required to stand; walk; and talk or hear. The employee must regularly be able to lift and move up to 50 lbs. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level for this work environment is usually moderate. In keeping with its access, excellence and impact mission, The University of Texas at El Paso is committed to an open, diverse, and inclusive learning and working environment that honors the talents, respects the differences, and nurtures the growth and development of all. We seek to attract faculty and staff who share our commitment. The University of Texas at El Paso is an Equal Opportunity/Affirmative Action employer. The University does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, genetic information, veteran status, sexual orientation, or gender identity in employment or the provision of services in accordance with state and federal law. Discrimination on the basis of sex includes an employee's or prospective employee's right to be free from sexual harassment under Title IX of the Higher Education Amendments of 1972. Inquiries-including the filing of a Formal Complaint or reporting an incident-about the application of Title IX may be referred to the Title IX Coordinator, who can be reached by phone at **************, by email at ****************, or by mail at 500 W. University Ave., El Paso, TX, Kelly Hall, Room 312. For accommodation information for employees and applicants with disabilities, please contact UTEP's Equal Opportunity Office at *************.