Administrative Associate - Development
Arizona State University
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Benefits offered by this job
Job summary
Arizona State University (ASU) Cultural Affairs is seeking an Administrative Support Assistant 3 to provide high-level administrative support to senior leadership. You will manage calendars, donor and grant work, budgeting, travel, CRM (Salesforce/Workday) and daily operations across departments.
The role serves as a liaison, ensuring accurate records, strong customer service, and efficient office operations. Experience in higher education or nonprofit development is preferred.
Qualifications
- Requires strong organizational skills and attention to detail.
- Experience supporting senior executives in fast-paced environments.
- Proficiency with Outlook, Office, Salesforce, and Workday.
Responsibilities
- Manage executive calendars and schedule meetings.
- Maintain donor records, engagement reports, and fundraising metrics in Salesforce.
- Prepare reminders, follow-ups, and action tracking for leadership meetings.
- Track donor table sponsorships and table purchases.
- Assist with donor correspondence and development work plans.
- Process monthly credit card reconciliations and mileage reimbursements.
- Prepare expense documentation and invoices for donor/program expenses.
- Coordinate grant-related documents and submissions.
- Support grant tracking and reporting for foundation funding.
- Coordinate domestic and international travel logistics and VIP support.
- Assist with donor acknowledgements and executive communications.
- Maintain filing systems and records management for operations.
Skills
Education
Tools
Job description
Administrative Support Assistant 3 Non-Exempt
Administrative Support
Full time
High School Diploma and three years (3) 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.
ASU Cultural Affairs is seeking an administrative professional to provide high-level administrative and operational support to the senior leadership of the ASU Cultural Affairs Development team. This role manages executive scheduling, donor and grant administration, budget tracking, travel coordination, CRM management, and day-to-day operational support for leadership and development initiatives. The position serves as a key liaison across departments while ensuring accurate recordkeeping, strong customer service, and efficient office operations. Direct fundraising staff are employed by the ASU Foundation; therefore, this position requires access to and use of both ASU Foundation and ASU computer systems.
- Manage calendars, schedule meetings, coordinate appointments, and maintain executive contacts.
- Maintain accurate donor records, engagement reports, opportunities, gift tracking, and fundraising metrics in Salesforce, including documentation for proposals, grants, solicitations, and portfolio work plans.
- Prepare meeting reminders, follow-up items, and action tracking for leadership one-on-one meetings.
- Track donor table sponsorships and table purchases.
- Assist with proposal letters, donor correspondence, and development work plans.
- Process monthly credit card reconciliations and mileage reimbursements.
- Prepare and submit expense documentation and supporting invoices for donor and program-related expenses.
- Coordinate pledge forms, gift forms, invoices, estate commitment documents, and other development-related financial paperwork.
- Coordinate restaurant reservations, business card orders, floral deliveries, and miscellaneous executive requests.
- Review grant applications for accuracy, completeness, formatting, spelling, and alignment with organizational messaging.
- Coordinate grant submission processes and ensure supporting documentation is complete.
- Support ongoing grant tracking and reporting activities for foundation and corporate funding opportunities.
- Coordinate domestic and international travel logistics, including itineraries, attendee materials, VIP guest support, and event-related resources.
- Assist with donor acknowledgements, birthday/get-well cards, and executive communications.
- Review incoming executive mail and ensure donor gifts are processed appropriately.
- Maintain organized physical and digital filing systems, shared Dropbox, and records management processes for executive and development operations.
- Provide front office and administrative support, including answering phones and serving as backup coverage when needed.
- Attend weekly administrative meetings and assist staff with travel, Salesforce, and Workday support.
- Strong organizational skills with exceptional attention to detail.
- Experience supporting senior executives in a fast-paced environment.
- Proficiency with Microsoft Outlook, Microsoft Office Suite, Salesforce, and Workday.
- Ability to manage multiple projects, deadlines, and confidential information simultaneously.
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Experience with event coordination, donor relations, or nonprofit development operations preferred.
- Ability to work independently and collaboratively across departments.
- Experience in higher education, nonprofit development, arts administration, or fundraising environments.
- Familiarity with grant administration and donor stewardship practices.
- Experience coordinating travel and executive-level events.
- Knowledge of ASU Foundation systems, policies, or procedures preferred.
- Sitting for extended periods of time in an office setting, using a computer and telephone.
- Quickly changing priorities.
- Organize, prioritize and coordinate many tasks/projects simultaneously.
- Meet, greet and direct all visitors and staff.
- Attend performances, meetings and events.
- Maintain a typical office schedule.
- Occasionally bending, reaching, lifting, pushing and pulling up to 25 lbs.
$23.37 to $25.45 per hour; DOE
ASU Cultural Affairs is comprised of three units - ASU Gammage, ASU 365 Community Union and ASU Kerr. Through the mission of Connecting Communities™ ASU Cultural Affairs makes an impact across the Valley of the Sun through the arts, entertainment, education and events. ASU Cultural Affairs is committed to providing a welcoming, equitable and respectful environment for all in order to realize our mission of Connecting Communities™ through the arts, entertainment, and events. Our core values serve as a guide for daring engagement, respectful dialogue and cross-collaboration. Learn more about our commitment and values at https://www.asugammage.com/about/asu-cultural-affairs-core-values To learn about ASU Gammage, visit: asugammage.com/about To learn about ASU Kerr, visit: asukerr.com To learn about ASU 365 Community Union, visit: asu365communityunion.com To learn about the ASU Charter and goals, visit: president.asu.edu/asu-mission-goals Total compensation at ASU is more than the salary paid for the valuable work performed. You can estimate the approximate value of your overall compensation here: cfo.asu.edu/compensation-estimator.
- Comprehensive package of affordable health benefit plans and programs: cfo.asu.edu/benefits
- Access to world-class educational opportunities at deeply discounted rates
- Paid holiday, vacation and sick leave
- Matching retirement contributions
- Discounts from a variety of vendors and service providers for personal expenses
Driving is not required for this position.
Campus: Tempe
No Federal Funding
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe. ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU's Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456. Relocation Assistance - For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.
ASU conducts pre- employment screening which may include verification of work history, academic credentials, licenses, and certifications.
ASU conducts pre- employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.
A fingerprint check is not required for this position.
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