Executive Assistant II

Job Details

Job Title

Executive Assistant II

Agency

Tarleton State University

Department

Division of Institutional Advancement

Proposed Minimum Salary

Commensurate

Job Location

Stephenville, Texas

Job Type

Staff

Job Description

Tarleton State University, a distinguished Doctoral National Comprehensive University, invites applications for the position of Executive Assistant II in the Division of Institutional Advancement. As part of a vibrant academic community dedicated to excellence in teaching, research, and service, this role offers the opportunity to contribute meaningfully to a university that values innovation, collaboration, and inclusive growth. Join us in advancing knowledge and transforming lives—on campus and beyond. Tarleton State University continues to grow its impact across Texas, with four distinct campuses located in Stephenville, Fort Worth, RELLIS-Bryan and Waco, along with a robust online community that extends our reach even further.

At the heart of it all is Stephenville, where Tarleton State offers a dynamic environment for faculty and staff. From a lively live music scene and numerous local festivals to rich traditions rooted in the surrounding community, Stephenville provides a vibrant and welcoming atmosphere.

No matter where you're located—on campus or online—you are part of a mission that transforms lives and makes a difference across the state of Texas and beyond.

Important Immigration Information:

A Presidential proclamation issued on September 19, 2025, imposes a $100,000 fee on new H-1B petitions filed after September 21, 2025. Please be advised that Tarleton State University will NOT pay this fee. Therefore, if you need immigration sponsorship for your employment, we recommend that you consult with your private immigration counsel at your own expense to ascertain whether your current immigration status would make a potential offer of employment from Tarleton State University subject to this fee.

In addition, on January 27, 2026, Texas Governor Abbot issued a moratorium on the filing of any new H-1B unless approved by the Texas Workforce Commission. Accordingly, if you will now or in the future require sponsorship for employment visa status this moratorium may affect our ability to employ you should you be selected as the final candidate.

The Executive Assistant II provides senior-level administrative support to the Vice President for Institutional Advancement (VP)/Executive Director for the Tarleton State University Foundation and the Associate Vice President for Development (AVP), while providing comprehensive support for all activities housed and coordinated within the Division of Institutional Advancement. Serves as the division HR contact and issues final purchasing approvals. This role is responsible for performing a wide range of duties in support of the office of Institutional Advancement, including HR transaction processing in Workday (onboarding, offboarding, and data maintenance), purchasing and invoice processing in AggieBuy, budget management in Canopy, travel coordination and expense reporting in Emburse, and general calendar and event management.

This position requires a high degree of professionalism, discretion, and the ability to coordinate with internal departments and external stakeholders. The Executive Assistant plays a key role in supporting the daily operations and strategic priorities of the division through effective communication, organization, and attention to detail. The position also manages correspondence, maintains office records, assists with planning and logistics for meetings and events, supervises student employees, and ensures a professional, welcoming front-office presence.

The Executive Assistant maintains high-level interactions with the campus community and assists with highly confidential and critical academic and/or administrative matters. Provides administrative support in many facets to members of Institutional Advancement and does so with a strong and effective customer service orientation.

This is an on-site position located at Tarleton State University’s Stephenville, Texas campus. Work hours are generally Monday through Friday, 8 AM-5 PM or as work requirements indicate. Work hours: Mon-Fri; 8 AM-5 PM with some nights and weekends required. Serves as Campus Security Authority (CSA).

Responsibilities:

• Provides senior-level assistance to the Vice President, Associate Vice President, and sometimes Directors in Institutional Advancement.
• Coordinates some aspects of paperwork flow and approvals regarding budgets and purchasing processes.
• Exercises initiative and judgment in strategically relieving the VP and AVP of many routine, but important operational matters.
• Manages and coordinates all weekly meetings, including room reservations, agenda creation, and technology issues, and facilitates during meetings.
• Demonstrates leadership by working with the VP and AVP to plan, coordinate, and execute high-level special events involving the president, top donors, and state, local, and system dignitaries.
• Evaluates and assists in developing office policies and procedures, as well as anticipating future needs as the division grows.
• Collaborates across campus with other divisions, particularly The Office of the President, and maintains positive relationships across the university.
• Provides exemplary customer service and answers questions pertaining to the division and university for both internal and external constituents.

Supports the Associate Vice President in managing accounts under the Division of Institutional Advancement.

• Assists in the preparation of budgets, account reports/summaries, and helps to manage division finances for Directors, Associate Vice President, and VP.
• Coordinates travel for IA leadership.
• Reinforces purchasing rules in accordance with trademark and licensing policies of the University, as detailed by the Division of Marketing and Communications.
• Offers insight into the division on all historical documentation of budgets.
• Works with the Budget Specialist to help analyze and maintain the division’s budget and funding and offers recommendations for efficiency and cost-saving opportunities.
• Helps to manage the overall division accounts and prepares the Directors, the Associate Vice President, and the Vice President with annual budget reports to create each fiscal year’s budget.

Serves as the Institutional Advancement Human Resources liaison.

• Helps to process and route hiring actions for onboarding and offboarding of team members.
• Facilities new full-time hiring documents to new hires and coordinates with IA department heads for job transfers and salary adjustments.
• Enters Cost-Allocations.
• Maintains confidential staff files and division records to assist with historical information while operating in accordance with federal, state, system, and university compliance retention.
• Operates at a high professional level with materials and information of significant importance, in accordance with privacy laws.

Serves as the Manager for the Office of the Vice President and Associate Vice President by responding to requests from internal and external constituents, managing travel arrangements and reimbursements, and maintaining contacts with dignitaries and friends of the university.

• Crafts and/or reviews correspondence and document drafts, contracts, etc.
• Coordinates arrangements for the reception of official visitors to the campus and serves as an official representative of the university at multiple functions across a variety of programs.
• Provides support and fields inquiries for other Executive Assistants on campus.
• Other duties as assigned.

Minimum Requirements

Required Education and Experience:

• Bachelor’s degree in an applicable field or equivalent combination of education and experience
• Four years of closely related administrative support experience, preferably in higher education

Required Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, and presentation applications
• Strong interpersonal and communication skills
• Demonstrated planning and organizational skills
• Experience in monitoring budgets and purchasing activity
• Consistently maintains a high level of integrity and discretion in handling confidential information
• Ability to react with appropriate levels of urgency to situations and events that require a quick turnaround
• Makes appropriate, informed decisions with high regard for priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance
• Ability to multitask and work cooperatively and productively with others

Compensation & Benefits

Salary: Commensurate with experience

Salary Range: The target base annual salary range is $49,000 up to $68,330.50 and may be negotiable based on funding availability and candidate experience/skillset in relation to the minimum requirements of this position. We are proud to offer a comprehensive benefits package for full-time and qualifying part-time employees. Our Careers Page offers an overview of the great benefits we offer; for detailed information visit our Benefits Information page.

Qualified candidates are encouraged to submit a completed application for consideration. Initial review of applications will begin immediately and continue until position is filled.

Application Procedure:

During the application process applicants have one opportunity to enter the requested information, upload documents and Submit the application. Applicants will not be able to make changes or add additional documents once the application materials have been submitted via "Submit" action.

Employment applications must include:

• Completed online application
• Cover Letter / Letter of Interest addressing qualifications
• Curriculum Vitae or Resume
• At least 3 current professional references and their full contact information

Applications received by Tarleton State University must have all job application data entered. Failure to provide all job application data could result in an invalid submission and a rejected application. “See resume” is not an acceptable entry in the job application. Incomplete applications will not be considered.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.