Executive Administrative Assistant (Remote)

University of Arizona Global Campus; Oakland (CA); Remote; USD 10,000 - 60,000; Full time

Job summary

A leading university is seeking an Executive Administrative Assistant to support its President's Office. The role involves managing schedules, preparing meeting materials, and offering high-level administrative support in a fast-paced environment. The ideal candidate will have strong organizational skills and experience working in an administrative capacity.

Benefits

Health insurance

Dental insurance

Vision insurance

Retirement plans

Paid vacation

Tuition reduction

Qualifications

• 3 years of relevant work experience required.
• Bachelor's degree or equivalent.
• Experience managing executive's schedules and travel.

Responsibilities

• Support multiple executives and departments.
• Draft and develop internal and external communications.
• Administer travel and heavy calendaring for executives.

Skills

Organizational skills

Communication skills

Discretion

Problem-solving skills

Time management

Emotional intelligence

Education

Bachelor's degree or equivalent experience

Tools

MS Office 365

Concur

Workday

Serengeti Tracker

ADP

Job description

The Executive Administrative Assistant position is a full-time employment opportunity. Reporting to the President’s Office Manager and supporting multiple executives at the University of Arizona Global Campus, the Executive Assistant will have regular interaction with multiple departments and or outside agencies for the University of Arizona Global Campus and its subsidiaries. The job will work with a team of Executive Assistants to provide day to day support of the executive(s) and the Office of the President in a fast-paced corporate environment including, but not limited to, drafting and developing communications; creation and preparation of meeting materials including agendas and meeting minutes, among others; creating and preparing meeting materials for committee meetings and transmitting to team members; administering heavy calendaring and travel; assisting in preparing communication within the company as well as among other entities and individuals; coordinating and managing events such as large department meetings, board of directors meetings and team retreats; and working on delegated matters requiring discretion and independent judgment.

The application window is anticipated to close 06/21/2025.

Duties & Responsibilities:

• Work independently and have the ability to complete a high volume of tasks and projects.

• Customarily and regularly exercise discretion and independent judgment in performing job duties as they relate to outside entities or agencies.

• Work as a team player in a responsive and helpful manner.

• Make decisions and take effective action to resolve problems that affect people within the organization.

• Perform job duties with a high level of integrity and confidentiality on a day to day basis regarding all matters of the company including matters involving executives, agencies/entities and board members inside and outside the company.

• Ability to organize time, manage diverse projects and meet critical deadlines.

• Independently field questions and concerns from individuals within the company and outside companies/agencies/entities and if necessary, direct the questions or concerns to the appropriate individual at the company.

• Independently drafting and developing communications for use internally and externally.

• Creating and preparing meeting materials for committee meetings and transmitting to team members.

• Administering heavy calendaring, travel, and expense submissions for the executive(s) assigned to support.

• Perform job duties with a high level of integrity and confidentiality on a day to day basis regarding all matters of the company including matters inside and outside the company.

• Take minutes as required, prepares agendas and supporting documents, and completes tasks assigned related to various meetings, such as developing memos, communication and correspondence; identifying meeting participants; collect, prepare, and distribute appropriate briefing materials for all meetings chaired by executive(s) assigned to support.

• Work collaboratively with the team of Executive Assistants to ensure day to day operations of the Office of the President is met and provide backup when needed.

• Strong organizational and administrative skills with a high level of attention to detail.

• Database management and ability to produce reports and use advanced functions.

• Work nights and weekends as needed.

Knowledge, Skills, and Abilities:

• Experience managing and coordinating the schedule and travel for an executive or senior management level employee.

• Possess strong written and oral communication skills.

• Expert working knowledge of MS Office: Office 365, Outlook, Word, Excel, and PowerPoint.

• Must be able to use sound judgment and tact when dealing with board members and public.

• Ability to work under pressure in a fast-paced environment and deal with transitions.

• Excellent communication, interpersonal and organizational skills.

• Possess emotional intelligence including a high level of self-awareness, awareness of others, and awareness of institutional culture.

• Demonstrated effective critical thinking, independent judgment and decision-making skills.

• Proven ability to multi-task and support on various levels.

• Must be professional with the ability to be discreet with sensitive and highly confidential information.

• Possess integrity, trust, common sense, and problem-solving abilities.

• Self-starter, independent and meticulous with strong follow up skills.

• Pro-active, anticipate the needs of the office, takes initiative, prioritizes work and delivers results.

Minimum Qualifications:

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.

• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience required.

Preferred Qualifications:

• 5 years related work experience in an administrative support role in the corporate setting preferred.

• Working knowledge of Concur, Workday, Serengeti Tracker, and ADP a bonus.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs.

Rate of Pay: $28.56 - $35.70

Compensation Type: Hourly at 1.0 full-time equivalence (FTE)

Grade: 8

Compensation Guidance:

The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting.The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide (https://talent.arizona.edu/sites/default/files/Applicant_Guide_to_Compensation.pdf) and our Total Rewards Calculator (https://hr.arizona.edu/employees-affiliates/compensation/total-rewards-calculator) .

Special Instructions to Applicant: The application window is anticipated to close DATE.

Career Stream and Level: PC2

Job Family: Administrative Support

Job Function: Organizational Administration

Notice of Availability of the Annual Security and Fire Safety Report :

In compliance with the Jeanne Clery Campus Safety Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) (https://clery.arizona.edu/asr) for each of the University’s campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.

Paper copies of the Reports can be obtained by contacting the University Compliance Office.

For more information regarding this position, please contact us at [e-mail] .