Executive Administrative Support Specialist

Arizona State University•Phoenix, AZ

3d•$55,000 - $70,000•Hybrid

About The Position

The Executive Administrative Support Specialist provides routine administrative and programmatic support to leadership and performs complex, sensitive, and confidential administrative duties requiring considerable independence in support of the General Manager at Arizona PBS. The role coordinates multiple tasks autonomously, including business affairs, personnel matters, budget management, and a broad range of projects and initiatives. The position supports executive operations, financial and administrative functions, university events, communications, and coordination with internal and external stakeholders. It may also supervise and coordinate subordinate staff. Arizona PBS is a community service of Arizona State University and an affiliate of ASU Media Enterprise, reaching viewers through broadcast channels and digital platforms.

Requirements

Associate's degree and one year of experience appropriate to the area of assignment or field, or an equivalent combination of experience and training providing comparable knowledge, skills, and abilities.
Ability to use a phone and electronic equipment.
Ability to perform duties involving extended sitting, keyboarding, and computer mouse use; stand for varying lengths of time and walk moderate distances; and frequently bend, reach, lift, push, and pull up to 25 pounds.

Nice To Haves

Knowledge of administrative principles and practices.
Knowledge of handling confidential, proprietary, and privileged documents and information.
Knowledge of university policies and procedures.
Knowledge of accounting and budgeting procedures and techniques.
Knowledge of supervisory practices and principles.
Skill in planning, analyzing, and coordinating activities and establishing priorities.
Skill in clear and effective communication.
Skill in dealing with a wide range of topics, including confidential and sensitive information.
Skill in tact, diplomacy, and maintaining effective working relationships.
Skill in problem solving and decision making, with organizational skills, flexibility, and the ability to anticipate requirements and potential problems.
Ability to manage multiple high-priority activities requiring considerable coordination and follow-through.
Ability to maintain executive presence and maturity and use sound judgment.

Responsibilities

Manage multiple high-priority activities, coordinating and following through to meet requirements.
Coordinate the executive's participation in university events and interactions with university staff, senior executives, leadership teams, and internal and external constituents.
Provide administrative support to the executive, maintain the executive's calendar, arrange travel, prepare meeting and travel materials, track follow-up, and maintain files.
Manage unit expenditures and budgets, determine funding sources, analyze financial feasibility, approve new programs or plans and funding sources, and prepare special and operating budgets.
Work with the executive on departmental or divisional administrative matters and decisions affecting interdepartmental relationships.
Analyze administrative and operational functions, review policies and procedures for efficiency, and implement appropriate changes and system improvements.
Respond appropriately to management and public requests for information and resolve politically sensitive issues as directed.
Review and approve operational documents for completeness and compliance with university practices and policies.
Generate reports from informational systems and other databases.
May supervise and coordinate subordinate staff.
Independently compose correspondence on varied subjects requiring judgment, originality, and knowledge of the issues.
Represent the department, unit, university, college, or executive at meetings and serve as a liaison to university departments and organizations.
Provide word processing, transcribe dictation, and process correspondence and email.
Coordinate or assist with events, including equipment and catering arrangements, invitations, and RSVP management.