Executive Assistant Jobs

About The Position

Requirements

• Bachelor's degree and five (5) 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.
• Experience providing high-level administrative support to executive leadership.
• Demonstrated ability to manage complex priorities and exercise independent judgment.
• Experience coordinating complex travel, executive scheduling, and high-level engagements.
• Experience collaborating with internal administrative functions such as business operations, finance, and human resources.
• Proven ability to interact effectively with senior leaders, external partners, and VIP stakeholders.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Strong organizational, problem-solving, and time management skills.
• Ability to thrive in a fast-paced, evolving, or start-up environment.
• Commitment to fostering a respectful, collaborative, and inclusive work environment.
• Proficiency in Microsoft Office and standard business applications.
• Openness to learning and adopting new technologies, systems, and evolving processes.

Responsibilities

• Manage complex and dynamic executive calendars, including prioritization of requests, conflict resolution, and proactive planning.
• Coordinate meetings and executive engagements, including preparing agendas, compiling materials, and ensuring follow-up.
• Arrange and manage complex travel logistics (domestic and international), including detailed itineraries and real-time problem-solving.
• Initiate small dollar purchasing transactions using Workday and/or PCard in compliance with university policies (e.g., ordering office supplies).
• Serve as a liaison with internal departments, including business operations and human resources, to coordinate administrative and operational processes.
• Coordinate expense reports, reimbursements, and purchasing activities in collaboration with business operations, including preparing documentation, obtaining quotes, and responding timely to inquiries to ensure efficient processing.
• Support personnel-related processes in collaboration with HR, including coordination of required paperwork, scheduling interviews, and onboarding.
• Provide guidance, training, or functional oversight to student workers or administrative staff, ensuring quality and timely completion of tasks.
• Serve as a primary point of contact for internal and external stakeholders, including senior leaders and VIPs, demonstrating professionalism and discretion.
• Coordinate executive participation in meetings, events, and VIP visits, including logistics and on-site support.
• Support planning and execution of events, which may include scheduling, catering, room reservations, communications, and day-of coordination.
• Draft, edit, and manage correspondence on behalf of leadership.
• Maintain organized records, files, and tracking systems.
• Anticipate needs, identify challenges, and implement solutions in a dynamic environment.
• Collaborate across ASU Health teams, fostering a culture of mutual respect, professionalism, and service.
• Support special projects and provide back-up administrative support as needed.
• Other duties as needed.