Executive Administrative Support Specialist

Arizona State University

Executive Administrative Support Specialist

University Innovation Alliance

Campus: Tempe

104345BR

Job Description

The University Innovation Alliance (UIA) is the leading consortium of large public research universities working together to improve outcomes for low-income, first-generation, and students of color. The UIA is designed, organized, and led by our member institutions’ presidents and chancellors. Together, we draw from every region in the country and span the spectrum of U.S. public research universities, from emergent institutions to land grant universities and state flagships.

Since its launch in 2014, the UIA has transformed a theoretical concept for collaboration into a nationally recognized community of practice that is driving both institutional transformation and improved student outcomes. Our work is based on the simple proposition that when universities share ideas, experiences, and challenges, and work together, they can accelerate innovations that help students graduate with a college degree. Today, our institutions are on track to graduate an additional 136,000 students by 2025, and have increased the number of collective annual degrees awarded to students from low-income backgrounds by 36 percent and 73 percent for students of color.

Job Description Overview:

As the UIA CEO and Board Coordinator, you will play a pivotal role in providing high-level administrative support to the CEO and Board to support organizational goals. This dynamic position requires a proactive and detail-oriented individual who can seamlessly manage multiple responsibilities.

Salary Range

$21.11 - $33.65 per hour; DOE

Close Date

18-September-2024

Essential Duties

Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and handling correspondence.

Coordinate travel arrangements, itineraries, and accommodations for the CEO.

Serve as a primary point of contact for internal and external stakeholders, managing inquiries and requests with professionalism and discretion.

Draft and proofread emails, memos, reports, and other documents as needed.

Organize and prepare materials for meetings, including agendas, presentations, and supporting documents.

Attend meetings, record minutes, and follow up on action items to ensure timely completion.

Assist in the planning and execution of special projects, events, and initiatives as directed by the CEO and Chief of Staff.

Coordinate logistics and provide support for board meetings, retreats, and other organizational gatherings.

Minimum Qualifications

Bachelors degree in Business or field pertinent to work unit AND four (4) years of directly related administrative experience; OR, Eight (8) years of directly related administrative experience: OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

Evidence of a Bachelor's degree in business administration, nonprofit management, communications, or related field.

Three years of experience in executive support, fundraising, or nonprofit administration AND four (4) years of directly related administrative experience; OR, Eight (8) years of directly related administrative experience: OR, Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Evidence of organizational and time management skills with the ability to prioritize tasks and meet deadlines.

Evidence of effective communication skills, with attention to detail and accuracy.

Experience in Google Workspace, Microsoft Office Suite, and experience with CRM software preferred.

Experience in working independently and collaboratively in a fast-paced environment.

Commitment to the organization's mission and values, with a passion for making a difference in higher education.

Working Environment

ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market, as such the following options may be offered dependent on department needs:

Flexible work options:

Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Remote work is an arrangement where the employee spends less than 60% of their regular workweek at a regularly assigned ASU work location. Executive vice president-level approval is required.

Activities are primarily performed in a regular, climate controlled office setting subject to extended periods of sitting, standing, walking.

Use visual acuity and manual dexterity associated with daily use of desktop computer; bending, stooping, reaching and lifting up to 20 pounds.

Clearly communicate verbally in English, read, write, see and hear to perform essential duties.

Review of completed tasks; provides and reviews assigned work activities to team members for quality and achievement of set goals.

domestic travel for this position may be required.

Department Statement

For the fifth year in a row, ASU has been named the most innovative school in the nation, recognizing the university's culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all five years the category has existed.

ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. http://research.asu.edu/

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 intellectual and cultural diversity, 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

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, 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 PD at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

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.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

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 and Cover Letter should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.

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