Administrative Support Assistant, Communications

The University of Arizona•Tucson, AZ

7d•Onsite

About The Position

The Administrative Support Assistant supports the day-to-day operations of the Office of the President’s communications teams. This role involves gathering information for engagements, managing the team's shared project and task management system, and serving as a point of contact for campus partners. The position ensures the team stays on track through careful follow-up and attention to detail, especially when priorities shift. It requires strong organizational skills, professional poise, and the ability to independently follow up with collaborators for timely and accurate information. This position also provides light writing and editing support for team-facing materials. Visa sponsorship is not available.

Requirements

High school diploma or high school diploma equivalency is required.
Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.
Demonstrated attention to detail and commitment to accuracy.
Strong organizational and project coordination abilities.
Excellent interpersonal and written communication skills.
Ability to maintain confidentiality and exercise professionalism in handling sensitive information.
Ability to collaborate effectively with stakeholders and cross-functional teams.
Ability to adapt to changing priorities in a fast-paced environment.
Light copy editing or proofreading ability.
Familiarity with higher education, public sector, or executive office environments.
Familiarity with Office 365 products, especially Word, Outlook, and PowerPoint.

Nice To Haves

Bachelor's degree is preferred.
Professional experience supporting communications, marketing, public relations, or executive communications functions.
Experience with professional writing or editing in a workplace setting.
Experience with project or task management platforms (e.g., Asana, Monday.com, or similar).

Responsibilities

Provide administrative and coordination support for the Office of the President communications team.
Coordinate with campus partners and stakeholders to request information, confirm details, and follow up on outstanding items.
Prepare and finalize routine correspondence and materials, including proofreading, formatting, printing, scanning, and distribution.
Maintain organized records, contact lists, files, and other administrative information.
Support communications using established systems and tools, including Trellis, Marketing Cloud, DocuWare, and other team platforms.
Monitor the team’s shared communications platforms and incoming requests.
Route messages and requests to the appropriate team member, flagging time-sensitive or high-priority items.
Maintain organized records of incoming requests and follow up on outstanding items.
Respond to routine inquiries or escalate questions based on established practices.
Help ensure requests are tracked and addressed during high-volume periods.
Maintain and update the team’s shared project and task management platform, including assignments, deadlines, and status updates.
Track upcoming deadlines and outstanding or incomplete items and notify the appropriate team member when follow-up or attention is needed.
Make routine updates to workflows and system processes based on team direction and administrative needs.
Gather, compile, organize, and format information provided by campus partners and other contributors to support briefing materials for presidential engagements and other team needs.
Follow up with contributors to obtain outstanding or corrected information and help ensure requested materials are received by established deadlines.
Draft or format limited briefing language from information provided by others, as needed, for review and revision by the communications team.
Proofread materials for accuracy, consistency, and completeness.
Maintain briefing materials and supporting documentation.