Job Details

Executive Administrative Assistant

The Executive Administrative Assistant position is a full-time employment opportunity. Reporting to the President's Office Manager and supporting multiple executives at the University of Arizona Global Campus, the Executive Assistant will have regular interaction with multiple departments and or outside agencies for the University of Arizona Global Campus and its subsidiaries. The job will work with a team of Executive Assistants to provide day to day support of the executive(s) and the Office of the President in a fast-paced corporate environmentincluding, but not limited to, drafting and developing communications; creation and preparation of meeting materials including agendas and meeting minutes, among others; creating and preparing meeting materials for committee meetings and transmitting to team members; administering heavy calendaring and travel; assisting in preparing communication within the company as well as among other entities and individuals; coordinating and managing events such as large department meetings, board of directors meetings and team retreats; and working on delegated matters requiring discretion and independent judgment.

Duties & Responsibilities:

• Work nights and weekends as needed. Remote if out of state, can be hybrid if lives in AZ.
• Manage, coordinate, and work independently to handle the schedules of multiple executives including heavy complex calendaring and preparing all the necessary items for the meeting (ex: room setup, catering, technology setup, documents, etc.)
• Arrange travel and reconcile monthly expenses for multiple executives.
• Provide meeting support held by the executives including creating and preparing meeting materials including agendas, presentations, charts, and documentations; meeting and webinar support; recording minutes; and following up on action items requested of the executives.
• Provide necessary support to the teams of the executives as it relates to the work of the executives.
• Handle highly sensitive and/or critical information, files, records and reports with the utmost professionalism, discretion, and confidentiality.
• Work collaboratively with the administrative team to ensure the day-to-day operations of the Executive Office is met and provide backup when needed.
• Under the direction of the Chief of Staff, support special initiatives and projects of the university.
• Under the direction of the Chief of Staff support VIP meetings, retreats, and events initiated by the Senior Vice President or the Executive Leadership Team.
• Ensure all necessary materials from staff and other sources are completed and submitted completely and timely.
• Other duties as assigned that will administratively support the executives' goals, and the university's critical student goals as well as the mission, vision, and purpose such as special projects, pulling reports, etc.

Knowledge, Skills, and Abilities:

• Experience managing and coordinating the schedule and travel for an executive or senior management level employee.
• Possess strong written and oral communication skills.
• Expert working knowledge of MS Office: Office 365, Outlook, Word, Excel, and PowerPoint.
• Must be able to use sound judgment and tact when dealing with board members and public.
• Ability to work under pressure in a fast-paced environment and deal with transitions.
• Excellent communication, interpersonal and organizational skills.
• Possess emotional intelligence including a high level of self-awareness, awareness of others, and awareness of institutional culture.
• Demonstrated effective critical thinking, independent judgment and decision-making skills.
• Proven ability to multi-task and support on various levels.
• Must be professional with the ability to be discreet with sensitive and highly confidential information.
• Possess integrity, trust, common sense, and problem-solving abilities.
• Self-starter, independent and meticulous with strong follow up skills.
• Pro-active, anticipate the needs of the office, takes initiative, prioritizes work and delivers results.

Minimum Qualifications:

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience required.

Preferred Qualifications:

• 5 years related work experience in an administrative support role in the corporate setting preferred.
• Working knowledge of Concur, Workday, Serengeti Tracker, and ADP a bonus.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Rate of Pay: $28.56 - $35.70

Compensation Type: Hourly at 1.0 full-time equivalence (FTE)

Grade: 8

Special Instructions to Applicant: The application window is anticipated to close Friday, December 12, 2025 (11:59 PM MST).