Executive Assistant (Temporary)

Position Summary:

Provides high-level, confidential administrative support to the Vice President for Technology Solutions & Services / Chief Information Officer, managing daily operations, anticipating executive needs, and solving problems independently. This temporary, in-person role is intended to maintain continuity during an extended leave period and requires strong judgment, discretion, initiative, and the ability to quickly manage complex scheduling, communications, meeting preparation, travel, expenses, and executive office operations.

This is a fast-paced, service-oriented, and highly collaborative environment requiring professionalism, adaptability, attention to detail, and the ability to interact effectively with university leadership, internal stakeholders, external partners, and members of the broader Rice community. The position requires working autonomously and exercising sound judgment on important and time-sensitive matters.

Workplace Location: This position is exclusively on-site, necessitating all duties to be performed in-person. Per Rice policy 440, work arrangements my be subject to change.

Hiring Range: $63,100 to 70,000 (if annualized), based on experience and qualifications.

*Exempt (salaried) positions under FLSA are not eligible for overtime.

Requirements:

• Bachelor's degree
  • In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted
• 2+ years of related experience in a fast-paced environment, preferably supporting high-level executives.

Skills:

• Excellent verbal and written communication skills, including strong editing, proofreading, and letter composition abilities.
• Exceptional planning, multitasking, and organizational skills with meticulous attention to detail and a strong sense of urgency.
• Demonstrated ability to handle sensitive issues, maintain strict confidentiality, and interact professionally with all levels of internal and external staff.
• Strong judgment, decision-making, and problem-resolution skills to manage competing priorities in a high-pressure environment.
• Proficiency with common workplace platforms such as Google Workspace, Microsoft Office, Zoom, Box or shared document systems, and travel/expense platforms.
• Ability to quickly learn executive preferences, office protocols, systems, and stakeholder relationships with minimal ramp-up time.

Essential Functions:

• Provides direct administrative and project support to the CIO, including developing briefings, itineraries, and meeting agendas.

• Tracks follow-up items, action steps, deadlines, and pending responses arising from executive meetings.
• Manages a high-volume executive calendar involving senior university leaders, internal technology leadership, external partners, vendors, and time-sensitive institutional priorities.
• Proactively resolves scheduling conflicts, protects executive focus time, and anticipates preparation needs for upcoming meetings.
• Serves as the primary liaison for internal and external constituencies; screens calls/correspondence, drafts communications, and keeps the CIO updated on critical issues.
• Organizes and maintains the executive office operations, including managing filing systems, ensuring proper documentation retention, and coordinating office-related tasks as needed.
• Works independently or collaboratively from project inception to completion.

Additional Functions:

• Performs ad hoc tasks in support of the Vice President for Technology Solutions & Services /Chief Information Officer and the executive office.
• Serves as a liaison to internal and external stakeholders on behalf of the CIO's office, as needed.
• Coordinates and hosts events such as department All-Hands meetings.
• Reviews and processes expense reports and invoices.
• Demonstrates a consistent commitment to customer-focused, quality service.

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.