Executive Administrative Support Specialist

Arizona State University•Greendale, WI

About The Position

The School of Complex Adaptive Systems in the Rob Walton College of Global Futures is seeking an Executive Administrative Support Specialist to provide high-level administrative and strategic support to the School Director. This role supports daily operations, assists with strategic planning efforts, and delivers a broad range of administrative functions essential to the school’s success. The position requires the ability to independently manage multiple priorities, including business affairs, academic personnel matters, and a wide variety of projects and initiatives ensuring work is completed accurately, efficiently, and on time. The Executive Administrative Support Specialist plays a critical role in enhancing the school’s operational efficiency with competing demands and contributes to a positive, collaborative team culture. The role involves performing complex administrative duties of a sensitive and confidential nature, requiring sound judgment, discretion, and a high degree of independence in support of the Director.

Requirements

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.

Nice To Haves

Experience providing executive-level administrative support in an academic or higher education environment.
ASU, NAU, UA experience preferred (ABOR).
Experience with Faculty Search, Annual Activity Reporting (ASU Vita), and Review, Promotion, and Tenure (RPT) processes.
Demonstrated knowledge of university policies, procedures, and organizational structure (experience with ASU policies preferred).
Experience managing complex administrative functions, including calendaring, scheduling, records management, and event coordination.
Experience arranging and managing national and international travel.
Strong written and verbal communication skills, with the ability to independently compose professional correspondence.
Demonstrated tact, diplomacy, sound judgment, and the ability to maintain effective working relationships within a broad-based community.
Ability to analyze, comprehend, and respond to complex issues with accuracy and professionalism.
Proficiency with Microsoft Office or equivalent software.

Responsibilities

Manage the Director’s calendar to ensure optimal use of time, exercising independent judgment regarding priorities, scheduling, and delegation of tasks.
Coordinate all aspects of the Director’s travel, including domestic and international arrangements, itineraries, reimbursements, and travel claims.
Collaborate with university offices to coordinate the Director’s participation in university-wide meetings, events, and initiatives.
Schedule, organize, and provide administrative support for faculty, leadership, and executive meetings; develop agendas and materials in collaboration with the Director and leadership team; track follow-up actions and implementation.
Coordinate and manage school personnel actions for faculty and academic professional reviews, promotion and tenure processes, sabbaticals, evaluations, searches, and hiring; serve as the unit contact and administrator for the Academic Personnel Actions Reporting System (APARS).
Coordinate and manage events and activities hosted by the Director’s Office and school including logistics, equipment, catering, invitations, and RSVP management in coordination with support from the global futures events team as needed.
Coordinate visits for faculty candidates and other guests, including scheduling, travel arrangements, itineraries, and reimbursement processing.
Review, prioritize, and manage the Director’s correspondence; draft responses requiring judgment, originality, and subject-matter knowledge; independently compose correspondence on sensitive and complex issues.
Manage a purchasing card for the Director and school’s use: coordinate use to ensure within policy; collect receipts and backup documentation, submit reconciliation in Workday.
Provide back-up support to Assistant Director Operations as needed.
Perform special projects and assignments as requested by the Director and Assistant Director Operations.
Uses discretion in maintaining confidential and sensitive information within unit files and records.