Executive Assistant to the Deputy Director General

Arizona State University•Tempe, AZ

1d•Onsite

About The Position

Provides routine administrative and programmatic support to leadership. This position operates as a strategic partner to the Deputy Director General (DDG) in a capacity equivalent to supporting a Vice Provost or Vice President of the University. The role involves coordinating multiple tasks simultaneously and autonomously, including business affairs, personnel matters, managing budgets, and proactively managing a wide range of projects and initiatives for the Global Futures Laboratory. Performs complex administrative duties of a highly responsible, sensitive, and confidential nature requiring considerable independence of action.

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.
Knowledge of administrative principles and practices, including executive-level operations and decision-making support.
Knowledge of handling confidential, proprietary, and privileged documents and information with a high degree of discretion and judgment.
Knowledge of University policies and procedures, including those related to senior leadership (e.g., Vice Provost or Senior VP-level operations).
Advanced knowledge of accounting and budgeting procedures and techniques, preferably within a university or research funding environment.
Knowledge of supervisory practices and principles.
Skill in planning, analyzing, and coordinating complex activities, establishing priorities, and managing multiple high-priority initiatives with considerable follow-through.
Skill in clear, strategic, and effective communication, both verbal and written, including the ability to convey complex or sensitive information appropriately.
Skill in dealing with a wide range of topics, including highly confidential and sensitive matters requiring discretion and professionalism.
Skill in tact and diplomacy, with the ability to maintain effective working relationships across a global community.
Skill in problem solving and decision making, including proactively anticipating requirements and potential challenges, demonstrating exceptional organizational skills and flexibility.
Ability to maintain executive presence, professionalism, and sound judgment in a high-pressure environment.
Ability to manage multiple high-priority activities requiring considerable coordination and follow-through to meet organizational objectives.

Nice To Haves

Bachelor's degree in a field pertinent to the Global Futures Laboratory AND four (4) years of directly related senior-level administrative experience; OR, Eight (8) years of directly related senior-level administrative experience; or any equivalent combination of experience and/or education from which comparable knowledge, skills, and abilities have been achieved.

Responsibilities

Manages multiple high-priority activities requiring considerable coordination and follow-through to meet the strategic requirements of the Global Futures Laboratory.
Coordinates the DDG’s involvement in university-wide and global events to ensure effective interaction with university staff, senior executives, leadership teams, and international constituents, internal and external to Arizona State University.
Provides comprehensive administrative support to the DDG; maintains an intricate executive calendar; coordinates complex domestic and international travel; and compiles, prepares, and maintains critical background material and briefings related to meetings and global initiatives.
Manages and controls expenditures within unit budgets; determines appropriate funding sources; analyzes the financial feasibility of new programs or plans; and prepares special and operating budgets for the DDG’s portfolio.
Works with the DDG on departmental or divisional administrative matters and facilitates decisions affecting interdepartmental relationships across the Global Futures Laboratory and Arizona State University.
Analyzes administrative and operational functions; reviews policies and procedure systems for efficiency; implements appropriate changes and system improvements to support the DDG’s oversight.
As directed, appropriately responds to management and public requests for information; identifies and resolves politically sensitive issues with tact and diplomacy.
Reviews and approves operational documents for completeness and compliance with established University practices, policies, and GFL-specific protocols.
Generates complex reports from informational systems and other databases to support data-driven decision-making for the DDG.
May supervise and coordinate the activities of administrative subordinates or student staff.
Independently compose high-level correspondence on a variety of subjects requiring judgment, originality, and deep knowledge of the global futures laboratory issues.
Represents the DDG, the Laboratory, or the University at meetings; serves as a primary liaison to various university departments and external partner organizations.
Performs additional duties as assigned, including delivering high-level administrative support such as document preparation and transcription; managing correspondence and email communications; and overseeing event coordination, including logistics, equipment, catering, invitations, and RSVP management.