Executive Administrative Support Specialist

Arizona State University•Tempe, AZ

20h•Hybrid

About The Position

ASU Health is seeking a detail-oriented, responsive, and adaptable Executive Administrative Support Specialist to provide administrative and operational support to senior leadership, including Assistant Vice Presidents and Executive Directors. This role is part of a collaborative administrative support team and focuses on the coordination and execution of day-to-day administrative operations. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced and evolving environment. The Executive Administrative Support Specialist works closely with internal partners to support operational processes and contributes to a professional, respectful, and team-oriented culture. This role is an important part of the administrative career pathway, with opportunities for growth into more advanced roles across the organization. This position will initially report to the Assistant Vice President; however, the reporting structure and support assignments may evolve as ASU Health continues to grow and adapt.

Requirements

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.
Experience providing administrative support in a professional office environment.
Strong organizational skills with the ability to manage multiple tasks and priorities.
Experience coordinating calendars, meetings, and travel arrangements.
Experience working with administrative functions such as purchasing, finance, or human resources.
Ability to interact effectively with a variety of stakeholders, including senior leaders.
Strong written and verbal communication skills.
Ability to handle sensitive information with discretion.
Demonstrated problem-solving skills and attention to detail.
Ability to work in a fast-paced, evolving environment.
Commitment to fostering a respectful and collaborative work environment.
Proficiency in Microsoft Office and standard business applications.
Openness to learning and adopting new technologies, systems, and evolving processes.

Responsibilities

Provide administrative support to multiple senior leaders, including managing calendars and coordinating scheduling needs.
Coordinate meetings and logistics, including preparing materials and tracking follow-up items.
Arrange travel logistics (primarily domestic), including itineraries and adjustments as needed.
Initiate small dollar purchasing transactions using Workday and/or PCard in compliance with university policies (e.g., ordering office supplies).
Collaborate with internal departments, including business operations and human resources, to support administrative processes.
Coordinate expense reports, reimbursements, and purchasing activities in collaboration with business operations, including preparing forms, gathering quotes, and submitting requests.
Support personnel-related processes in collaboration with HR, including coordination of required paperwork, scheduling interviews, and onboarding.
May provide guidance and support to student workers as needed.
Serve as a point of contact for internal and external stakeholders, demonstrating professionalism and strong customer service.
Support coordination of meetings, events, and VIP visits, including logistics and materials preparation.
Support event coordination activities such as room reservations, catering, invitations, logistics, and day-of support as needed.
Draft and manage routine correspondence and communications.
Maintain organized records, files, and tracking systems.
Collaborate with administrative team members to ensure seamless support across leadership.
Adapt to changing priorities and support operational needs in a dynamic environment.
Contribute to a workplace culture grounded in mutual respect, professionalism, and collaboration.
Support special projects and additional administrative duties as assigned.
Other duties as assigned.