Executive Administrative Support Specialist

Arizona State University•Mesa, AZ

3d•Onsite

About The Position

Arizona State University is hiring to support its critical work in microelectronics research and development at MacroTechnology Works in ASU's Research Park. ASU is a leader in the creation and build-out of a regional ecosystem for innovation in microelectronics. The ASU teams at MTW support a variety of activities related to research and development, workforce development, technology startup, student activities, and more. This position will provide critical executive administrative support to a team in the microelectronics space. The ideal candidate is a self-motivated, detail-oriented, well-organized individual who can multitask autonomously in a fast-paced environment. The ideal candidate will perform complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence. This position will support day-to-day office operations and front office receptionist duties. A critical duty will be managing executives' calendars/scheduling, travel, and expense reports. This position is funded by DoD and requires candidates to meet the definition of US person as defined by 22 C.F.R. § 120.62 and 15 C.F.R. § 772.1 This position may be subject to additional screening in the hiring process.

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.
Meet the definition of US person as defined by 22 C.F.R. § 120.62 and 15 C.F.R. § 772.1

Nice To Haves

Experience supporting executive-level administrators
Project or program management experience
Experience working in a fast-paced, high-volume office
Office management and event planning experience
Strong communication, presentation, and interpersonal skills
Detail oriented, flexible, self-motivated, and the ability to troubleshoot
Experience writing complex, technical documents
Experience in a higher education, military or complex organizational structure

Responsibilities

Manage multiple high-priority activities.
Provide executive (C-Suite) level administrative support, including but not limited to calendaring, scheduling, meeting coordination, compiling/preparing/maintaining background material, coordinating and arranging travel, and processing expense reports.
Demonstrate attention to detail, efficiency, and organizational skills.
Coordinate or assist in the coordination of recruitment activities, including position posting, interview scheduling, onboarding, door access requests, etc.
Coordinate or assist in the coordination of events, including arranging equipment and catering, sending invitations, and managing RSVPs.
Sort and distribute mail, ensure the front office area is presentable, with all necessary materials.
Manage activities in the front office, including answering phone calls, greeting visitors, and providing general information in response to inquiries.
Generate reports and presentations.
Review and approve operational documents for completeness and compliance with established University practices and policies.
Independently compose correspondence using judgment, originality, and knowledge of complex issues.
Provide support to office and departmental visitors.
Maintaining and ordering inventory levels of office supplies and materials needed for everyday ASU business, suite maintenance, Fire Marshall, and reconciling incoming general bills.
Judgment in managing multiple high-priority activities requiring considerable coordination, tracking, follow-up, and follow-through to meet requirements.
Able to plan, analyze, and coordinate activities while establishing priorities.
Dealing with a wide range of topics, including confidential and sensitive information.
Prepare written correspondence and reports.
Regular activities require ability to manage and prioritize multiple tasks at one time, manage conflict, work well in a team environment, and operate independently, and communicate effectively to exchange accurate information.