Executive Support Specialist

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Job Profile:

Administrative Support Specialist 2

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$60,000.00 USD Annual

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

Minimum Qualifications:

Bachelor's degree and three (3) years 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.

Job Profile Summary:
Provides intermediate to complex administrative and programmatic support to leadership.

Job Description:

Position Salary: $60,000 per year

At Arizona State University, we measure ourselves not by whom we exclude, but rather by whom we include and how they succeed. In Admission Services, we are passionate about helping students find their right university fit and working together as a team to achieve our enrollment goals. If you are solution-oriented, love helping people, believe in the transformative power of higher education and enjoy working in a fast-paced environment, then you will thrive in Admission Services.

Admission Services seeks a highly experienced Executive Assistant to provide strategic, proactive support to the Associate Vice President of Enrollment. This role is ideal for a seasoned executive assistant who thrives in a fast-paced, complex environment and exercises strong judgment, discretion, and autonomy. The Executive Assistant serves as a trusted partner to the AVP, managing complex scheduling, communications, meeting preparation, and operational workflows while anticipating needs and ensuring the AVP's time and attention are aligned with institutional priorities. This position interacts regularly with senior university leadership, faculty, staff, students, and external partners.

This position requires a very careful adherence to well-defined work where repeatable results are needed. The work is highly precise in nature and requires a very strong attention to detail. It is vital for the work output to be very high quality, with correct results, time and time again. Checking and double-checking is often necessary; individuals performing the job must be patient and conscientious. Both the content and the presentation are important; all work must be highly polished. There is little ambiguity in this job. It is very clear what needs to be done, and what the expected results are. This clarity will come either from the company's management, or from established professional disciplines and processes. The established procedures and processes must be followed very closely; there is little room or necessity to modify them. Much of the work can be accomplished by working at a steady, even pace. There is much consistency and familiarity from one day to the next. It is generally feasible to plan large blocks of work ahead of time. When work duties do change, there is ample foresight and time to prepare. The work is best accomplished working as an individual, without a great dependence on other people or "politics" for results. The work is helpful in nature; providing support and/or service to others in an environment free from competition. Interacting with customers requires a professional, formal manner where the focus is on completing the task pleasantly and correctly.

Essential Duties:

Executive and Leadership Support

Provide primary executive administrative support to the Associate Vice President, including complex calendar management, meeting coordination, and preparation of background materials.
Coordinate executive travel arrangements, itineraries, and logistics; anticipate needs and prepare supporting documentation.
Compile, prepare, and manage confidential and sensitive materials with the highest level of discretion and professionalism.
Serve as a liaison between the Associate Vice President and internal/external stakeholders, ensuring effective communication and follow-through.

Administrative Operations and Process Management

Execute a wide range of advanced administrative duties, including composing correspondence, preparing reports and presentations, and interpreting established policies and procedures.
Maintain detailed records, track transactions, reconcile data, and generate reports related to deposit activity.
Maintain and update databases, spreadsheets, and CRM/HRMS systems; generate routine and ad hoc reports containing sensitive information.
Support departmental processes such as onboarding, interview coordination, event scheduling, and executive meeting logistics.
Monitor office operations, inventory, and expenditures; assist with budget tracking and basic financial analysis.

Project Coordination and Continuous Improvement

Coordinate projects and initiatives from planning through completion, ensuring timelines, priorities, and deliverables are met.
Analyze administrative and operational processes; recommend and implement improvements to enhance efficiency and service quality.
Perform special assignments and represent the unit at meetings, as directed.

Desired Qualifications:

Advanced knowledge of administrative principles, executive support practices, and office operations within a complex organization.
Working knowledge of university policies, procedures, and governance, particularly those related to enrollment, finance, and executive operations.
Expertise in managing executive calendars, meetings, travel, and confidential materials with discretion and sound judgment.
Strong written and verbal communication skills, including composing correspondence and materials requiring judgment, clarity, and professionalism.
Proven ability to manage multiple high-priority tasks simultaneously while maintaining accuracy and meeting deadlines.
Skill in processing financial or enrollment-related transactions with precision and compliance.
Analytical and problem-solving skills, including the ability to evaluate processes and implement operational improvements.
High-level organizational and time-management skills, with demonstrated attention to detail and follow-through.
Strong interpersonal skills, including tact, diplomacy, and the ability to work effectively with senior leaders and stakeholders.
Proficiency with Microsoft Office applications and enterprise systems such as CRMs, HRMS, financial, and document management platforms.

Working Environment:

Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.
Frequently required to stand for varying lengths of time and walk moderate distances to perform work.
Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.

Department Statement:

In support of the university’s mission and goals, Academic Enterprise Enrollment creates, promotes and institutionalizes the broadest possible awareness of ASU as the New American University by utilizing a variety of data-informed strategies to enroll a student population representative of the vision of Arizona State University. AEE brings discipline to the formulation of enrollment strategy and the refinement of enrollment processes, and is an effective collaborator with our college and school colleagues and other enrollment partners within the Academic Enterprise, Knowledge Enterprise and Learning Enterprise. AEE is comprised of the following units: Academic Enterprise Communications; Admission Services; Financial Aid and Scholarship Services; University Registrar Service; the Pat Tillman Veterans Center; and the International Student and Scholar Center.

Academic Enterprise Enrollment Core Values:

Make the human connection: We commit to listen, offer empathy and show compassion.
Drive success with teamwork: We solve problems with collaboration and creativity.
Promote a thriving community: we recognize work-life balance and embrace our individual differences.
Go above and beyond: We share our time, talents and expertise to make an impact in all that we do.
See the extraordinary through our efforts: We support those who are pursuing their dreams.
Lead with respect and positive intent in every situation: We communicate openly, genuinely, and with transparency.

ASU offers an array of employee benefits, including reduced tuition for employees, their spouses and dependents; competitive rates for health and life benefits; a wellness program; disability and leave program; paid holidays; and retirement programs. Visit https://cfo.asu.edu/hr-benefits for further details, as well as https://cfo.asu.edu/hr-applicant for a message to future ASU employees.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

https://www.myworkday.com/asu/d/inst/1$9925/9925$24084.htmld

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

Cover letter
Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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.

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

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.