Executive Support Specialist

Arizona State University•Tempe, AZ

1d•Onsite

About The Position

Position Salary: $60,000 per year At Arizona State University, we measure ourselves not by whom we exclude, but rather by whom we include and how they succeed. In Admission Services, we are passionate about helping students find their right university fit and working together as a team to achieve our enrollment goals. If you are solution-oriented, love helping people, believe in the transformative power of higher education and enjoy working in a fast-paced environment, then you will thrive in Admission Services. Admission Services seeks a highly experienced Executive Assistant to provide strategic, proactive support to the Associate Vice President of Enrollment. This role is ideal for a seasoned executive assistant who thrives in a fast-paced, complex environment and exercises strong judgment, discretion, and autonomy. The Executive Assistant serves as a trusted partner to the AVP, managing complex scheduling, communications, meeting preparation, and operational workflows while anticipating needs and ensuring the AVP's time and attention are aligned with institutional priorities. This position interacts regularly with senior university leadership, faculty, staff, students, and external partners. This position requires a very careful adherence to well-defined work where repeatable results are needed. The work is highly precise in nature and requires a very strong attention to detail. It is vital for the work output to be very high quality, with correct results, time and time again. Checking and double-checking is often necessary; individuals performing the job must be patient and conscientious. Both the content and the presentation are important; all work must be highly polished. There is little ambiguity in this job. It is very clear what needs to be done, and what the expected results are. This clarity will come either from the company's management, or from established professional disciplines and processes. The established procedures and processes must be followed very closely; there is little room or necessity to modify them. Much of the work can be accomplished by working at a steady, even pace. There is much consistency and familiarity from one day to the next. It is generally feasible to plan large blocks of work ahead of time. When work duties do change, there is ample foresight and time to prepare. The work is best accomplished working as an individual, without a great dependence on other people or "politics" for results. The work is helpful in nature; providing support and/or service to others in an environment free from competition. Interacting with customers requires a professional, formal manner where the focus is on completing the task pleasantly and correctly.

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.
Advanced knowledge of administrative principles, executive support practices, and office operations within a complex organization.
Working knowledge of university policies, procedures, and governance, particularly those related to enrollment, finance, and executive operations.
Expertise in managing executive calendars, meetings, travel, and confidential materials with discretion and sound judgment.
Strong written and verbal communication skills, including composing correspondence and materials requiring judgment, clarity, and professionalism.
Proven ability to manage multiple high-priority tasks simultaneously while maintaining accuracy and meeting deadlines.
Skill in processing financial or enrollment-related transactions with precision and compliance.
Analytical and problem-solving skills, including the ability to evaluate processes and implement operational improvements.
High-level organizational and time-management skills, with demonstrated attention to detail and follow-through.
Strong interpersonal skills, including tact, diplomacy, and the ability to work effectively with senior leaders and stakeholders.
Proficiency with Microsoft Office applications and enterprise systems such as CRMs, HRMS, financial, and document management platforms.

Responsibilities

Provide primary executive administrative support to the Associate Vice President, including complex calendar management, meeting coordination, and preparation of background materials.
Coordinate executive travel arrangements, itineraries, and logistics; anticipate needs and prepare supporting documentation.
Compile, prepare, and manage confidential and sensitive materials with the highest level of discretion and professionalism.
Serve as a liaison between the Associate Vice President and internal/external stakeholders, ensuring effective communication and follow-through.
Execute a wide range of advanced administrative duties, including composing correspondence, preparing reports and presentations, and interpreting established policies and procedures.
Maintain detailed records, track transactions, reconcile data, and generate reports related to deposit activity.
Maintain and update databases, spreadsheets, and CRM/HRMS systems; generate routine and ad hoc reports containing sensitive information.
Support departmental processes such as onboarding, interview coordination, event scheduling, and executive meeting logistics.
Monitor office operations, inventory, and expenditures; assist with budget tracking and basic financial analysis.
Coordinate projects and initiatives from planning through completion, ensuring timelines, priorities, and deliverables are met.
Analyze administrative and operational processes; recommend and implement improvements to enhance efficiency and service quality.
Perform special assignments and represent the unit at meetings, as directed.