Arizona State University is a leading institution recognized for its innovative approach to education and research. They are seeking an Executive Administrative Support Specialist to provide essential administrative support to the WS3 Director, manage complex calendars, coordinate travel arrangements, and facilitate communication among various stakeholders.
Responsibilities
- Manages the administrative support functions for the WS3 Director
- Manages a high-volume and complex calendar for the WS3 Director, and other project leaders as assigned
- Coordinates, manages, and completes travel arrangements, travel itineraries, expense reports, and travel reimbursements
- Serves as the point of contact for the WS3 Director for internal and external stakeholders
- Under supervision of the chair and senior managers, co-leads coordination of myriad aspects of the unit's sustainability initiatives, including grant proposal support, program presentations, partner engagement, and delegation tours
- Manages planning and logistics for high-profile international events (COP30, Climate Week NYC, UN Summits), ensuring seamless execution of multi-stakeholder programs
- Collaborates across ASU units (Global Futures Lab, EdPlus, Dreamscape Learn) to align sustainability programming with institutional goals
- Delivers professional presentations to stakeholders and partners, recognized for strong presentation presence and ability to pivot quickly under pressure
- Creates and maintains a detailed record-keeping system to track deadlines and work for the WS3 Director and other project leaders/directors as assigned
- May coordinate, monitor or supervise the activities of subordinates
- Resolves problems and issues affecting the department and recommends measures to improve the effectiveness and efficiency of the department
- Recruits program participants, members and volunteers utilizing most appropriate promotional or marketing methods, such as individual letters, brochures or presentations at meetings
- Generates reports from informational systems and other databases
- Develops, compiles, and writes communications and promotional literature for distribution such as newsletters, brochures or flyers; coordinates process from development through printing and distribution
- Facilitates workshops, meetings or conferences, coordinates logistics, scheduling and participant communications
- Interacts and maintains liaison with students, faculty, staff and outside/community agencies in facilitating program objectives
- Plans and coordinates meetings, guest visits, and other events which may include arranging equipment and catering, sending invitations, and managing RSVPs
- Develops and schedules program work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities
- Manages and controls expenditures within unit budgets; determines funding source to charge; analyzes financial feasibility of new programs or plans and funding sources; prepares special and operating budgets
- Creates and maintains a detailed record-keeping system to track deadlines and work for the WS3 Director and other project leaders as assigned
- Assists in preparation of proposal for funding and/or funding continuation from outside sponsors
- Confers with and advises staff, students and others to provide technical advice, problem solving assistance, answers to questions and program goals and policy interpretation; refers to appropriate department person when unable to respond
- In conjunction with supervisor, or independently as appropriate, reviews and approves operational documents for completeness and compliance with established University practices and policies
Skills
- Associate's degree and one (1) year of 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
- Ability to manage frequently changing priorities
- High level of competence in administrative functions
- Experience in managing a high-volume and complex calendar
- Experience in coordinating and managing travel arrangements, travel itineraries, expense reports, and travel reimbursements
- Ability to serve as the point of contact for internal and external stakeholders
- Experience in coordinating sustainability initiatives, including grant proposal support and program presentations
- Experience in managing planning and logistics for high-profile international events
- Ability to collaborate across units to align programming with institutional goals
- Strong presentation skills and ability to pivot quickly under pressure
- Experience in creating and maintaining a detailed record-keeping system
- Ability to resolve problems and issues affecting the department
- Experience in recruiting program participants, members, and volunteers
- Ability to generate reports from informational systems and other databases
- Experience in developing, compiling, and writing communications and promotional literature
- Experience in facilitating workshops, meetings, or conferences
- Ability to interact and maintain liaison with students, faculty, staff, and outside/community agencies
- Experience in planning and coordinating meetings, guest visits, and other events
- Ability to manage and control expenditures within unit budgets
- Experience in preparing proposals for funding and/or funding continuation
- Ability to confer with and advise staff, students, and others to provide technical advice and problem-solving assistance
- Experience in reviewing and approving operational documents for completeness and compliance
- Bachelor's degree in Human Resource Management, Organizational Leadership, Industrial-Organizational Psychology or field pertinent to work unit
Benefits
- Health, dental, and vision insurance plans
- Life insurance and disability programs
- Sick leave and holidays
- ASU/UA/NAU tuition reduction for the employee and qualified family members
- State and optional retirement plans
- Access to ASU recreation and cultural activities
Company Overview
ASU Gammage is among the largest university-based presenters of performing arts within Arizona State University. It was founded in 1964, and is headquartered in Tempe, Arizona, USA, with a workforce of 51-200 employees. Its website is https://www.asugammage.com/.