Executive Administrative Specialist – Leadership Support

Arizona State University; Tempe (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

The Learning Engineering Institute at Arizona State University in Tempe seeks an Administrative Specialist to provide high-level support to the leadership team, including the Executive Director. The role requires discretion, superb organizational skills, and the ability to manage complex calendars, travel, and events.

You will draft correspondence, prepare materials for meetings, coordinate finances, and ensure leaders are prepared for strategic engagements with internal and external

Qualifications

• Experience supporting leadership with calendar, travel, and event planning.
• Ability to work independently with discretion in a high-profile environment.
• Strong organizational skills, attention to detail, and reliability.
• Experience in higher education or research settings preferred.
• Proficiency with Microsoft Office, Google Suite, Canva and Adobe.

Responsibilities

• Manage Executive Calendars: oversee leadership calendars and schedules.
• Coordinate travel and expenses for the dean and executives.
• Prepare and submit travel expense reports and reimbursements.
• Prepare meeting and event materials; track follow-up items.
• Draft official correspondence for the dean and leadership.
• Process financial forms for reimbursements and purchases.
• Provide office backup support and policy guidance.
• Organize special events and manage RSVPs and logistics.
• Lead or contribute to special projects and initiatives.
• Proactively resolve issues to keep meetings on track.

Skills

Complex calendaring

Travel coordination

Meeting/event planning

Independent work

Discretion & confidentiality

Strong organizational skills

Communication skills

Attention to detail

Adaptability in fast-paced environment

Education

Bachelor’s degree in Business Administration, Education, or related field

Eight years of directly related administrative experience

Tools

Microsoft Office Suite

Google Workspace

Canva

Adobe

Job description

The Learning Engineering Institute at Arizona State University in Tempe seeks an Administrative Specialist to provide high-level support to the leadership team, including the Executive Director. The role requires discretion, superb organizational skills, and the ability to manage complex calendars, travel, and events.

You will draft correspondence, prepare materials for meetings, coordinate finances, and ensure leaders are prepared for strategic engagements with internal and external