Executive Administrative Support Specialist

Job Profile:

Administrative Support Specialist 3

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends On Experience:

$75,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

High School Diploma and three years (3) experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:

Provides complex administrative support to a department or group of professionals in support of department goals.

Job Description:

Position Salary Range:

• $65,000.00-$75,000.00 per year; depending on experience
  
  

Desired Qualifications:

Bachelor's degree in a field appropriate to the area of assignment AND seven (7) years of related administrative experience, which includes three (3) years of executive level assistance; OR, Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

The Office of the University Provost seeks a dynamic, self-starting, and detail-oriented professional for a collaborative and crucial role, which requires a considerable amount of independence of action, the ability to manage frequently changing priorities, and a high level of competence. The Executive Administrative Support Specialist is the primary point of contact for the Executive Vice Provost and will report to the Executive Director, Provost Initiatives, working collaboratively with this position to advance institutional goals. This position will coordinate and manage administrative functions by scheduling, assisting with the planning, organizing, and directing of the day-to-day operations for the Executive Vice Provost. As a secondary responsibility, the Executive Administrative Support Specialist will also support Arizona State University’s Institute on Politics (IOP), led by the Executive Vice Provost. The IOP is an exciting new initiative dedicated to cultivating the next generation of public service leaders. Through nonpartisan on-campus programs and off-campus internships, the IOP equips ASU students with the knowledge, skills, and networks to pursue careers in public service. In this capacity, the role will provide support for IOP Visiting Fellows, Student Ambassadors, and the Dialogues for Democracy series, ensuring smooth coordination and delivery of these high-profile programs.

Essential Duties For The Executive Vice Provost:

• Manages the administrative support functions for the Office of the Executive Vice Provost.
• Manages a high-volume and complex calendar for the Executive Vice Provost, and other administrators as assigned.
• Coordinates, manages, and completes travel arrangements, travel itineraries, and travel reimbursements.
• Serves as the point of contact for the Executive Vice Provost for internal and external stakeholders.
• Independently composes correspondence on behalf of the Executive Vice Provost on a variety of subjects requiring judgment, originality, and knowledge of issues involved.
• Reviews and prioritizes confidential mail and email.
• Plans and coordinates meetings, guest visits, and other events which may include arranging equipment and catering, sending invitations, and managing RSVPs.
• Prepares administrative reports and presentations; analyzes and interprets statistics, financial and student data, and management planning data for predicting resource needs and developing long-range plans.
• Creates and maintains a detailed record-keeping system to track deadlines and work for the Executive Vice Provost and other administrators as assigned.
• Assists in the design, development, and coordination of projects.
• Conducts and assists with the development of long-and short-range goals for the Office of the University Provost.
• Resolves problems and issues affecting the department and recommends measures to improve the effectiveness and efficiency of the department.
• May supervise, train, and evaluate student workers.
  
  

Essential Duties For The Institute On Politics (IOP):

• Provides administrative and logistical support for the IOP Visiting Fellows Program (Fall), including coordinating travel, preparing agendas, and facilitating communication with stakeholders.
• Assists with the IOP Student Ambassadors Program, including scheduling, event coordination,and general program support.
• Supports the planning and execution of the Dialogues for Democracy Speaker Series (Spring) by managing logistics, coordinating event details, and ensuring smooth program delivery.
• Coordinates meetings with internal and external stakeholders to advance IOP initiatives.
  
  

Knowledge, Skills, and Abilities:

• Knowledge of the principles and practices relevant to the Office of the University Provost and higher education administration.
• Knowledge of strategic planning and organizational management principles.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and Google Workspace tools (Docs, Sheets, Slides, Forms).
• Strong attention to detail with the ability to manage complex tasks and shifting priorities.
• Demonstrated problem-solving, critical thinking, and sound decision-making skills.
• Ability to plan, prioritize, and coordinate multiple activities and projects effectively.
• Skill in project management, including tracking progress and meeting deadlines.
• Ability to establish and maintain effective working relationships with a wide range of stakeholders.
  
  

Desired Qualifications:

• Bachelor's degree in a field appropriate to the area of assignment AND seven (7) years of related administrative experience, which includes three (3) years of executive level assistance; OR, Any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.
• Experience directly supporting an executive level administrator in a fast-paced environment where multi-tasking and prioritization are critical.
• Ability to use critical thinking and independent judgment in complex situations.
• Experience in using written and verbal communication skills, including the ability to communicate professionally with people at all levels of an organization using tact, discretion and confidentiality.
• Experience working with high-profile stakeholders, including elected officials, senior government leaders, and other nationally recognized figures, with an understanding of political protocols and expectations.
• Experience coordinating and organizing varying work schedules of self and others, including calendar management.
• Experience in managing, supervising, and evaluating assigned staff.
• Familiarity with Concur, financial management, project management and customer relationship management systems such as Workday or Salesforce is a plus.
  
  

Working Environment:

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
• Will be required to walk or travel from the Fulton Center to Wilson Hall in the Fall in support of the IOP.
• May also be required to walk or travel moderate distances, in the field within and/or across university campuses.
• Regular activities require the ability to quickly change priorities, which may include and/or are subject to resolution of conflicts.
• This position requires an on-campus presence Monday-Friday during the first 90 days of employment, the selected candidate then may be eligible for one (1) remote workday per week. During the summer months (June–August), additional remote flexibility may be available. Please note that on-siteattendance is required if special events or operational needs fall on scheduled remote days
  
  

Department Statement

The Office of the Executive Vice President and University Provost provides leadership to all of the university's campuses and academic programs, fostering excellence in teaching, research, and service to the community. The provost's office guides the university's mission in providing educational quality and access and directs the university's efforts in strategic redesign of its academic mission to achieve the vision of The New American University.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions To Apply:

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$13096.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV
  
  

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

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Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.