Executive Administrative Support Specialist

Arizona State University•Tempe, AZ

2d•Hybrid

About The Position

The Walton Sustainability Solutions Service (WS3) seeks a dynamic, self-starting, and detail-oriented professional for a collaborative and crucial role, which requires a considerable amount of independence of action, the ability to manage frequently changing priorities, and a high level of competence. The Executive Administrative Support Specialist is the primary point of contact for the WS3 Director and will report to the Director, while working collaboratively with Solutions Service project leaders to advance institutional goals. This position will coordinate and manage administrative functions by scheduling, assisting with the planning, organizing, and directing of the day-to-day operations for the WS3 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

Bachelor’s degree in Human Resource Management, Organizational Leadership, Industrial-Organizational Psychology or field pertinent to work unit.

Responsibilities

Manages the administrative support functions for the WS3 Director.
Manages a high-volume and complex calendar for the WS3 Director, and other project leaders as assigned.
Coordinates, manages, and completes travel arrangements, travel itineraries, expense reports, and travel reimbursements.
Serves as the point of contact for the WS3 Director for internal and external stakeholders.
Under supervision of the chair and senior managers, co-leads coordination of myriad aspects of the unit's sustainability initiatives, including grant proposal support, program presentations, partner engagement, and delegation tours.
Manages planning and logistics for high-profile international events (COP30, Climate Week NYC, UN Summits), ensuring seamless execution of multi-stakeholder programs.
Collaborates across ASU units (Global Futures Lab, EdPlus, Dreamscape Learn) to align sustainability programming with institutional goals.
Delivers professional presentations to stakeholders and partners, recognized for strong presentation presence and ability to pivot quickly under pressure.
Creates and maintains a detailed record-keeping system to track deadlines and work for the WS3 Director and other project leaders/directors as assigned.
May coordinate, monitor or supervise the activities of subordinates.
Resolves problems and issues affecting the department and recommends measures to improve the effectiveness and efficiency of the department.
Recruits program participants, members and volunteers utilizing most appropriate promotional or marketing methods, such as individual letters, brochures or presentations at meetings.
Generates reports from informational systems and other databases.
Develops, compiles, and writes communications and promotional literature for distribution such as newsletters, brochures or flyers; coordinates process from development through printing and distribution.
Facilitates workshops, meetings or conferences, coordinates logistics, scheduling and participant communications.
Interacts and maintains liaison with students, faculty, staff and outside/community agencies in facilitating program objectives.
Plans and coordinates meetings, guest visits, and other events which may include arranging equipment and catering, sending invitations, and managing RSVPs.
Develops and schedules program work plan in accordance with specifications and funding limitations; oversees daily operations and coordinates activities of program; determines priorities.
Manages and controls expenditures within unit budgets; determines funding source to charge; analyzes financial feasibility of new programs or plans and funding sources; prepares special and operating budgets.
Creates and maintains a detailed record-keeping system to track deadlines and work for the WS3 Director and other project leaders as assigned.
Assists in preparation of proposal for funding and/or funding continuation from outside sponsors.
Confers with and advises staff, students and others to provide technical advice, problem solving assistance, answers to questions and program goals and policy interpretation; refers to appropriate department person when unable to respond.
In conjunction with supervisor, or independently as appropriate, reviews and approves operational documents for completeness and compliance with established University practices and policies.