Title: Executive Assistant to the Academic Deans Location: Houston United States Job Description: Special Instructions to Applicants: All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues. About Rice: Boasting a 300-acre tree-lined campus in Houston, Texas, Rice University is ranked among the nation's top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio, and a residential college system, which supports students intellectually, emotionally and culturally through social events, intramural sports, student plays, lectures series, courses and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities. Rice is also a wonderful place to work. Rice faculty, staff and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice's culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name - RICE - Responsibility, Integrity, Community and Excellence. Position Summary: The Executive Assistant to the Academic Deans of Rice Business provides advanced executive-level administrative support of a highly confidential and strategic nature to key academic leaders, including the Deputy Dean of Academic Affairs, Senior Associate Dean of Degree Programs, Associate Dean of the Virani Undergraduate School of Business, and Associate Dean of Degree Programs. Serving as a trusted partner to the Dean's Leadership Team, this role is integral to supporting and advancing the operational and strategic priorities of Rice Business. This position requires exceptional judgment, professionalism, discretion, and a proactive approach to managing complex and often competing priorities in a fast-paced academic environment. Operating with a high degree of professionalism, the Executive Assistant anticipates needs, identifies and resolves challenges independently, and executes a broad range of responsibilities with minimal direction or follow-up. The role demands sound decision-making, adaptability, and the ability to handle sensitive matters with the utmost confidentiality and tact. As a key liaison between the Dean's Office and internal and external stakeholders, the Executive Assistant manages high-level communications, coordinates complex calendars and travel arrangements, and ensures seamless execution of meetings, events, and strategic initiatives, all while consistently and accurately representing the school's academic leadership. This position plays a vital role in enhancing the efficiency, effectiveness, and professionalism of the Dean's Leadership Team while contributing to Rice Business's commitment to excellence and service. Ideal Candidate Statement: The ideal candidate for the Executive Assistant to the Academic Deans at Rice Business is a highly experienced, resourceful, and poised administrative professional. They possess exceptional judgment, discretion, and communication skills, and are comfortable managing sensitive information with integrity and professionalism. This individual thrives when working autonomously, navigating unstructured situations, anticipating needs, and proactively identifying and implementing solutions without the need for specific instructions or prescribed procedures. With keen attention to detail, the ideal candidate is capable of managing competing priorities with efficiency, ensuring seamless support for the engagements and priorities of the Academic Deans. This individual must possess exceptional time-management skills as they support diverse and often competing priorities of a critical nature. Strong interpersonal skills, emotional intelligence, and the ability to cultivate relationships with multiple stakeholders across the university and beyond are essential. The ideal candidate brings a polished executive presence and a commitment to excellence that aligns with the mission, vision, and values of Rice Business. Workplace Requirements: Rice Business primarily delivers residential classes and activities taking place almost daily between 7 am and 10 pm. We value a highly collaborative and community-based culture, with expectations to provide in-person support and services to all members of our community. Remote work options are limited. Most employment activities are required to be performed in-person and on-campus. This in-person approach is central to the successful achievement of our research and academic missions. This position may be offered as a hybrid role and may combine both in-office and remote work to provide flexibility and support collaboration. Remote work opportunities are possibly extended to the candidate following the successful conclusion of the probationary period. They will be issued a laptop that can be taken off-campus for remote work and will have a desk in an open cubicle area when working on campus. Per Rice policy 440, work arrangements may be subject to change. Hiring Range: The hiring salary range is commensurate with experience. - Exempt (salaried) positions under FLSA are not eligible for overtime. Minimum Requirements: - Bachelor's Degree - In lieu of the education requirement, additional related experience, above and beyond what is required, may be substituted on a year-for-year basis. - Two or more (2+) years of professional experience as an executive assistant Skills - Excellent verbal and written communication skills, including editing and proofreading - Excellent planning and organizational skills - High degree of emotional intelligence with demonstrated ability to handle sensitive issues and maintain confidentiality with discretion and ability to manage interpersonal dynamics among senior leaders. - Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies - Contextual understanding of these senior leadership positions within the university framework - Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy, and tact. - Ability to multitask, adapt to changing priorities, and meet deadlines - Advanced computer skills and demonstrated experience with Microsoft Office Suite software and email applications. Preferences: - 10+ years of executive assistant and/or executive administrative experience - Experience working within higher education supporting academic deans - Significant technological experience, working with calendar management tools, virtual meeting platforms (Zoom, Teams), institutional systems (iO/Oracle), and Microsoft Office Suite Essential Functions: - Provides advanced and complex administrative and project-related support directly to each dean, prioritizing a wide range of projects and timelines. - Independently resolves problems as they arise - identifies priorities to ensure critical issues are addressed promptly and suggests and implements changes. - Completes complicated projects, often requiring independent research, with exceptional accuracy and efficiency. - Plans and coordinates complex domestic and international travel, including itineraries, expense tracking, and post-travel follow-up, ensuring all engagements are prepared, supported, and aligned with the leadership agenda. - Plans and executes key events hosted/supported by the Academic Deans, such as advisory board meetings, donor engagements, and strategic planning sessions, managing agendas, materials, logistics, and post-event actions. - Drafts, edits, and manages communications on behalf of the Academic Deans, including internal memos, external correspondence, reports, and sensitive or confidential messaging, and the development of briefings, itineraries, agendas, and related materials. - Leads the coordination of multi-layered calendars, high-stakes meetings, and recurring leadership engagements, ensuring optimal time utilization and follow-through on next steps. - Manages stakeholder relationships with professionalism, discretion, and responsive service. - Serves as the liaison to various internal and external constituencies, including screening correspondence and telephone calls, and keeping each dean informed of all matters requiring their attention. - Maintains accurate records, filing systems, and documentation; safeguards the confidentiality of sensitive information, and ensures timely retrieval, reporting, and retention of all pertinent information and supporting materials. - Tracks key leadership initiatives and administrative priorities. Continuously and proactively evaluates administrative workflows to maximize efficiency, reduce redundancy, enhance responsiveness, and identify improvements that enhance and support team collaboration. - May provide additional support related to the academic priorities associated with the faculty appointments held by the deans, including course support through Canvas and related activities. - Directs staff to perform various tasks and assignments. - Performs other duties as assigned. Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits Rice Mission and Values: Mission and Values | Rice University Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University's Human Resources Office via email at facstaffada@rice.edu for support. If you have any additional questions, please email us at jobs@rice.edu. Thank you for your interest in employment with Rice University.

Role Description We are seeking an organized and proactive Virtual & Executive Assistant with experience in the NDIS sector to support senior leadership and day-to-day operations. This role plays a key part in keeping administrative, scheduling, and NDIS-related tasks running smoothly, allowing the team to focus on delivering high-quality participant support. Key Responsibilities: - Executive & Administrative Support - Manage calendars, appointments, and meetings for senior leaders - Handle emails, correspondence, and document preparation - Assist with reports, presentations, and internal documentation - Maintain organized digital filing systems and records - Support onboarding administration including checklists, tracking, and follow-up - Assist with basic Excel-based reporting and tracking (e.g., funding usage, referrals) - NDIS-Specific Support - Support NDIS documentation, including service agreements, consent forms, and participant records - Assist with plan tracking, funding usage, and basic reporting - Coordinate appointments with participants, families, and support providers - Ensure records and processes align with NDIS compliance and privacy requirements - Upload and manage participant documentation in internal systems - Review clinician calendars and time entry to ensure correct billing and session details - Send fortnightly billing reminders to clinicians and follow up on outstanding entries - Coordination & Communication - Act as a point of contact for participants, families, and external stakeholders - Liaise with therapists, support coordinators, and allied health professionals - Follow up actions, deadlines, and outstanding items - Handle inbound/outbound phone calls as required (future growth area) - Provide high-quality customer service and professional communication - Liaise with clinicians regarding missing documentation, calendar entries, or billing queries Qualifications - Previous experience in an NDIS, disability, or allied health environment - Strong organizational and time-management skills - Excellent written and verbal communication - High attention to detail and accuracy - Confident using digital tools (e.g. Google Workspace or Microsoft Office) - Ability to handle sensitive information with professionalism and discretion Requirements - Understanding of NDIS systems, funding, and terminology - Experience supporting executives or senior managers - Familiarity with practice management or CRM systems - Strong Excel skills (data tracking, basic formulas, reporting) - Canva experience for support as required Work Arrangement & Expectations This is a remote role that will be set up as an independent contractor engagement. To ensure alignment and transparency, successful candidates will be expected to: - Disclose any existing ongoing roles or client work - Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)

Role Description Our client is seeking an experienced Senior Executive Assistant to provide high-level support to executive leadership. This role serves as a strategic partner to the CEO and senior leadership team, ensuring seamless operations, effective communication, and efficient execution of key priorities. This position is ideal for a highly organized, proactive professional who thrives in fast-paced environments, handles confidential information with discretion, and excels at managing competing priorities. Key Responsibilities - Executive Calendar & Time Management - Manage complex executive calendars across multiple time zones - Coordinate internal and external meetings - Prioritize schedules and protect executive focus time - Resolve scheduling conflicts proactively - Prepare agendas, meeting materials, and executive briefings - Executive Communications - Manage and prioritize executive email communications - Screen calls and correspondence on behalf of leadership - Draft, edit, and proofread professional communications, reports, and presentations - Serve as a key point of contact for internal and external stakeholders - Maintain professional and diplomatic communication at all times - Travel & Logistics Management - Coordinate domestic and international travel arrangements - Manage flights, accommodations, transportation, and itineraries - Prepare detailed travel plans and briefing materials - Handle last-minute travel changes and scheduling adjustments - Track and reconcile travel-related expenses - Project & Operations Support - Support strategic initiatives and executive projects - Track deliverables, deadlines, and action items - Coordinate cross-functional teams and stakeholders - Conduct research and prepare executive summaries - Assist leadership with operational and administrative priorities - Meeting & Event Coordination - Organize executive meetings, board meetings, off-sites, and company events - Prepare presentations, reports, and briefing documents - Take meeting notes and distribute action items - Coordinate logistics, virtual meetings, and event requirements - Administrative Management - Maintain confidential records, contracts, and documentation - Manage expense reports, invoicing, and budget tracking - Improve administrative systems and processes - Support document organization and executive office operations Qualifications - 5+ years of Executive Assistant, Senior Administrative Assistant, Chief of Staff, or Executive Operations experience - Proven experience supporting CEOs, founders, presidents, or C-Suite executives - Experience managing complex calendars, executive communications, and high-priority projects - Strong organizational and project management skills - Excellent written and verbal communication skills - High level of discretion, professionalism, and confidentiality - Ability to manage multiple priorities in a fast-paced environment Preferred Qualifications - Bachelor’s degree in Business Administration, Communications, or a related field - Experience supporting leadership in startups, consulting, finance, legal, technology, or high-growth organizations - Experience coordinating domestic and international travel - Experience preparing executive presentations and reports - Experience working with board members and senior stakeholders Technical Skills - Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) - Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) - Project management platforms such as: - Asana - Monday.com - Notion - Trello - Video conferencing platforms: - Zoom - Microsoft Teams - Google Meet - Expense and travel management tools What Success Looks Like - Executive schedules run efficiently with minimal oversight - Priorities, meetings, and projects stay organized and on track - Leadership receives timely support and communication - Travel and logistics are managed seamlessly - Confidential information is handled with professionalism - Administrative processes continuously improve and scale Ideal Candidate - Highly organized and detail-oriented - Proactive and resourceful - Strong problem solver - Excellent communicator - Calm under pressure - Trustworthy and discreet - Comfortable working independently in a remote environment

Role Description A boutique luxury travel agency known for curating elevated, highly personalized travel experiences rooted in heritage, exploration, and attentive service. We are seeking a meticulous, proactive, and intuitive Luxury Travel Coordinator / Executive Assistant to support both executive operations and client travel coordination. This role works closely with the founder to manage internal projects, streamline operations, support marketing initiatives, and help deliver seamless, high-touch travel experiences for discerning clients. The ideal candidate is highly organized, detail-obsessed, resourceful, and comfortable working in a dynamic, fast-paced environment where priorities can shift quickly. - Support the founder with strategic initiatives across business development, branding, marketing, client experience, and operations. - Research and develop tailored domestic and international travel proposals, including destinations, hotels, villas, dining, spa, activities, and concierge recommendations. - Assist with client proposals, reservations, digital itineraries, travel documents, and pre-departure confirmations. - Coordinate with vendors, hotels, tour operators, private aviation partners, and internal flight specialists to ensure seamless travel execution. - Manage internal operations projects, including SOPs, training materials, resource libraries, time tracking, and workflow improvements. - Maintain and execute the marketing calendar while supporting client gifting, branded merchandise, and campaign-related projects. - Update CRM records with accurate client details, preferences, trip information, and travel history. Qualifications - Previous experience in luxury travel, executive assistance, client operations, hospitality, concierge services, or a related high-touch service environment. - Strong knowledge of flight operations, airline logistics, scheduling, ticketing, and travel coordination. - Exceptional attention to detail, organization, time management, and ability to manage multiple priorities under pressure. - Excellent written and verbal communication skills, with confidence working with international vendors and partners. - Highly proactive, resourceful, solutions-oriented, and able to anticipate needs before being asked. - Flexible availability to support after-hours, weekend, urgent, or time-sensitive client needs when required. - Tech-savvy and proficient in Google Workspace, especially Google Sheets. Requirements - Experience using travel planning or CRM tools such as Safari Portal, TravelJoy, or similar platforms. - Familiarity with Adobe Suite, branded itinerary creation, or visual presentation tools. - Background in luxury hospitality, boutique travel agencies, private aviation, concierge services, or premium client support. - Experience creating SOPs, operational systems, training materials, or internal process documentation. - Strong appreciation for luxury service standards, brand voice, personalization, and refined client experiences. Benefits - Fully remote. - Opportunity to work closely with the founder of a growing boutique luxury travel company. - Exposure to luxury travel, international partners, curated client experiences, and premium hospitality operations. - Long-term growth potential as the company continues to expand. - Part-time, long-term role.