EXECUTIVE ADMINISTRATIVE SUPPORT SPECIALIST

Arizona State University; Tempe (AZ); On-site; USD 60,000 - 78,000; Full time

Job summary

Arizona State University is seeking an Executive Administrative Support Specialist to provide high-level administrative support in the microelectronics space at MTW. The role includes calendar management, travel planning, expense processing, and front-office duties in a fast-paced environment.

The successful candidate will handle confidential information, coordinate events, prepare reports, and assist with recruitment and onboarding activities as needed.

Qualifications

• Associate's degree and one year of experience or equivalent combination of experience/training.
• Experience in executive-level administration is preferred.

Responsibilities

• Manage executives' calendars/scheduling, travel, and expense reports.
• Provide executive (C‑Suite) level administrative support, including calendaring, scheduling, meeting coordination, and travel.
• Coordinate recruitment activities, onboarding, and events.
• Greet visitors, answer phones, and manage front office inquiries.
• Generate reports and presentations.
• Review and approve operational documents for completeness and compliance.
• Independently compose correspondence and manage confidential information.
• Maintain inventory and handle office supplies and bills.

Skills

Calendar management

Travel coordination

Expense reporting

Executive support

Front desk reception

Document preparation

Communication

Education

Associate's degree

Tools

Microsoft Office

Job description

Executive Administrative Support Specialist

JR128199

End Date: October 22, 2026

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 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.
• 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
• 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.

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.

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

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.

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