Executive Assistant to Rice Real Estate Company, President, & VP of Facilities and Capital Construction at Rice University in Houston, Texas

Job Description:

Special Instructions to Applicants : In PDF form, applicants should attach a resume and cover letter in the Supporting Documents section of the application.

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, lecture 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 how 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 provides high-level support to the Rice Real Estate Company, President, & VP of Facilities and Capital Construction, playing a critical role in ensuring smooth and efficient administrative operations. This role manages complex administrative tasks, including meeting preparation and special project coordination, enabling the executive to focus on strategic priorities and the accomplishment of organizational objectives. As a trusted partner to leadership, the Executive Assistant thrives in a fast-paced environment, excels in multitasking, and demonstrates exceptional judgment, discretion, and problem-solving skills while independently addressing issues and anticipating the needs of the office.

In addition to supporting the internal goals of Rice Real Estate Company, Facilities and Capital Construction, this role acts as a liaison between the university and diverse constituencies. The Executive Assistant plays a vital role in fostering relationships, logistical coordination, preparing materials for board meetings and stakeholder management, and maintaining a high standard of professionalism that reflects Rice's values and commitment to excellence.

The ideal candidate is highly organized, proactive, and an exceptional communicator with strong problem-solving and interpersonal skills. They excel in independent work, are tech-savvy, experienced in financial analysis, and thrive in collaborative team settings.

Workplace Requirements

This position is offered as a hybrid role with one remote day per week, combining both in-office and remote work to provide flexibility and support collaboration. Per Rice policy 440 , work arrangements may be subject to change.

Hiring Range

This is a full-time, benefits-eligible position, and the salary will be commensurate with experience and qualifications. *Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements

• Bachelor's Degree
• 3+ years of experience in executive support, special project support, or project management

Skills:

• Exceptional verbal/written communication, including editing, proofreading, and attention to detail.
• Strong planning, organizational, and multitasking skills.
• Skilled at handling sensitive issues with discretion and maintaining confidentiality.
• Proven ability to build trust and positive relationships at all levels.
• High level of professionalism, flexibility, judgment, diplomacy, and tact.
• Thrives in fast-paced environments with changing priorities.
• Independent problem-solver with decision-making and task-prioritization skills.
• Strategic thinker aligning work with organizational goals.
• Meets deadlines while managing multiple responsibilities effectively.
• Adept at distinguishing urgent vs. important tasks for a smooth workflow.

Essential Functions

• Coordinates complex scheduling and manages dynamic calendar for the President and VP of Facilities and Capital Construction at Rice Real Estate Company.
• Provides financial analytical support, including preparing detailed reports, analyzing financial data, and assisting with budget planning.
• Develops and prepares briefings, itineraries, agendas, and meeting minutes; identifies priorities, addresses critical issues, and implements necessary changes.
• Organizes travel arrangements, including itineraries and accommodations; manages communications; schedules meetings; and prepares related materials.
• Drafts and reviews correspondence, presentations, and documentation; conducts independent research and analysis to support decision-making and presentations.
• Manages multiple projects simultaneously, monitors critical deadlines and events, tracks organizational priorities, and ensures timely follow-ups.
• Acts as a liaison for internal and external constituencies, screens correspondence and calls, and keeps leadership informed of matters requiring attention.
• Proactively anticipates needs and takes initiative to address challenges and ensure smooth operations.
• Handles confidential matters with discretion and professionalism while maintaining effective communication.
• Performs additional duties as assigned, demonstrating adaptability and dedication.

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 contact Rice University's Disability Resource Center at 713-348-5841 or adarice@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.

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