Executive Administrative Support Specialist

Arizona State University; Arizona; On-site; USD 52,000 - 70,000; Full time

Job summary

Arizona State University, through MacroTechnology Works in the Research Park, is seeking an Administrative Support Specialist 1 to provide critical executive administrative support to a leadership team in the microelectronics space.

The role emphasizes calendar management, travel planning, expense reporting, and front office duties, with responsibility for coordinating recruitment activities, events, and day-to-day office operations in a fast-paced, confidential environment.

Qualifications

• Associate's degree and 1 year of experience or an equivalent combination.
• Experience providing executive administrative support (calendar management, travel, expense reports).

Responsibilities

• Manage executive calendars and scheduling.
• Coordinate travel and expense reports.
• Provide front office receptionist duties.
• Prepare reports and presentations.
• Assist in recruitment activities and events.

Skills

Administrative support experience

Education

Associate's degree

Job description

Job Profile:

Administrative Support Specialist 1

Job Family:

Administrative Support

Time Type:

Full time

Minimum Qualifications:

Associate's degree and one (1) year 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.

Job Profile Summary:
Provides routine administrative and programmatic support to leadership.

Job Description:

Position Salary Range: $51,500 - $70,000 per year; DOE

Job Description:

Arizona State University is hiring to support its critical work in microelectronics research and development at MacroTechnology Works in ASU's Research Park. ASU is a leader in the creation and build-out of a regional ecosystem for innovation in microelectronics. The ASU teams at MTW support a variety of activities related to research and development, workforce development, technology startup, student activities, and more.

This position will provide critical executive administrative support to a team in the microelectronics space. The ideal candidate is a self motivated, detail-oriented, well organized individual who can multitask autonomously in a fast-paced environment. The ideal candidate will perform complex administrative duties of a responsible, sensitive, and confidential nature requiring considerable independence. This position will support day-to-day office operations and front office receptionist duties. A critical duty will be managing executives' calendars/scheduling, travel, and expense reports.

• This position is funded by DoD and requires candidates to meet the definition of US person as defined by 22 C.F.R. § 120.62 and 15 C.F.R. § 772.1
• This position may be subject to additional screening in the hiring process.

Essential Duties:

• Manage multiple high-priority activities.
• Provide executive (C-Suite) level administrative support, including but not limited to calendaring, scheduling, meeting coordination, compiling/preparing/maintaining background material, coordinating and arranging travel, and processing expense reports.
• Demonstrate attention to detail, efficiency, and organizational skills.
• Coordinate or assist in the coordination of recruitment activities, including position posting, interview scheduling, onboarding, door access requests, etc.
• Coordinate or assist in the coordination of events, including arranging equipment and catering, sending invitations, and managing RSVPs.
• Sort and distribute mail, ensure the front office area is presentable, with all necessary materials.
• Manage activities in the front office, including answering phone calls, greeting visitors, and providing general information in response to inquiries.
• Generate reports and presentations.
• Review and approve operational documents for completeness and compliance with established University practices and policies.
• Independently compose correspondence using judgment, originality, and knowledge of complex issues.
• Provide support to office and departmental visitors.
• Maintaining and ordering inventory levels of office supplies and materials needed for everyday ASU business, suite maintenance, Fire Marshall, and reconciling incoming general bills.
• Judgment in managing multiple high-priority activities requiring considerable coordination, tracking, follow-up, and follow-through to meet requirements.
• Able to plan, analyze, and coordinate activities while establishing priorities.
• Dealing with a wide range of topics, including confidential and sensitive information.
• Prepare written correspondence and reports.
• Regular activities require ability to manage and prioritize multiple tasks at one time, manage conflict, work well in a team environment, and operate independently, and communicate effectively to exchange accurate information.

Desired Qualifications:

• Experience supporting executive-level administrators
• Project or program management experience
• Experience working in a fast-paced, high-volume office
• Office management and event planning experience
• Strong communication, presentation, and interpersonal skills
• Detail oriented, flexible, self-motivated, and the ability to troubleshoot
• Experience writing complex, technical documents
• Experience in a higher education, military or complex organizational structure

Working Environment:

• This is a first shift position 0800-1700, Monday-Friday. Occasional off-shift work may be required to manage emergencies or support events.
• Remain in a stationary position for extended periods.
• Move items weighing up to 25 lbs.

Department Statement:

Arizona State University is hiring to support its critical work in microelectronics research and development at MacroTechnology Works (MTW) in ASU's Research Park. ASU is a leader in the larger creation and build out of a regional ecosystem for innovation in microelectronics. The ASU teams at MTW support a variety of activities related to research and development, workforce development, technology startup, student activities and more.

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Mesa/Tempe

Funding:

Grant Funded

ASU Statement:

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.

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

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's comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

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.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.