Executive Administrative Support Specialist

Arizona State University•Tempe, AZ

2d•$60,000 - $70,000

About The Position

The Executive Administrative Support Specialist provides high-level administrative, legal, and project support to members of the Office of General Counsel’s leadership team. This role requires a highly organized, proactive professional who is equally effective working independently and as part of a collaborative team. The ideal candidate can self-direct, make informed decisions, and efficiently prioritize and reprioritize competing demands while managing sensitive information in a confidential environment.

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.

Nice To Haves

Demonstrated experience providing legal or legal-adjacent administrative support
Ability to work effectively both independently and collaboratively within a team environment
Strong ability to self-direct, prioritize, and reprioritize competing assignments while managing multiple deadlines in a fast-paced environment
Experience managing multiple email inboxes, including prioritizing communications and tracking action items
Experience developing, monitoring, and maintaining project and task timelines
Experience preparing reports, status updates, and executive-level correspondence
Ability to serve as a primary point of contact for information and documents related to matters and projects
High level of proficiency with: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Google Workspace (Docs, Sheets, Slides, Calendar) Adobe Acrobat Electronic records and document management systems
Excellent written and verbal communication skills
Advanced organizational and planning skills with a proactive, solution-oriented approach
Exceptional attention to detail, accuracy, and professional judgment, including the ability to handle confidential information with discretion
Demonstrated initiative, adaptability, and strong problem-solving skills

Responsibilities

Provide comprehensive administrative support to members of the leadership team, including coordinating complex calendars and schedules
Schedule, coordinate, and support meetings, including preparation of agendas, materials, and follow-up actions
Serve as a point of contact for information, documents, and requests needed to complete matters and projects
Make requests, set reminders, track action items, and ensure timely completion of assigned tasks
Provide administrative support for legal matters and projects, including tracking matter status, deadlines, and deliverables
Manage and maintain electronic tracking, filing, and records management systems for legal matters and projects
Prepare, assemble, and maintain supporting materials related to legal matters and projects
Prepare, format, finalize, and transmit documents reflecting attorney’s work on assigned matters and projects
Assist with project and matter management by developing, monitoring, and updating timelines for deliverables and ongoing work
Prepare reports and status updates related to projects, matters, and deadlines
Work independently with minimal supervision to manage assignments, prioritize workload, and meet deadlines
Collaborate effectively as part of a team, contributing to shared goals and supporting team and organizational priorities
Develop and maintain effective working relationships with executives, attorneys, internal teams, and external stakeholders
Communicate clearly and professionally in both written and verbal formats
Proactively identify issues, anticipate needs, and recommend or implement solutions
Handle highly sensitive and confidential information with discretion, professionalism, and sound judgment
Demonstrate the ability to make informed decisions within scope of responsibility
Maintain confidentiality in all aspects of the role