Executive Assistant, Music

University of Arizona; Tucson (AZ); On-site; USD 35,000 - 44,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Life insurance and disability programs

Paid vacation, sick leave, and public/

Tuition reduction for employee and/or

Retirement plans

Access to recreation and cultural活动

Job summary

The University of Arizona's School of Music invites applications for an Executive Assistant to the Director. The role provides primary administrative support, manages a complex calendar, coordinates meetings and events, assists with travel, and supports communications and project tasks.

Proficiency in Microsoft Office Suite, virtual meeting platforms, and database systems is required. Ideal candidates will demonstrate exceptional organizational, interpersonal, and communication skills with the

Qualifications

• Bachelor's degree or equivalent advanced learning attained through experience required.
• Up to 1 year of relevant work experience may be required.
• Experience supporting executive leaders in higher education, arts administration, nonprofit, or similarly complex organizations is preferred.

Responsibilities

• Execute daily operational and administrative tasks to support Department Heads.
• Schedule and coordinate meetings, events, and logistics, including room reservations and materials preparation.
• Facilitate effective communication within the department and with university colleagues, students, and external partners.
• Prepare, format, and proofread correspondence, reports, and presentations to university standards.
• Maintain organized filing systems for records and reference materials.
• Track departmental expenditures and assist with purchasing, reimbursements, and invoice processing.
• Maintain inventory of office supplies and coordinate maintenance of equipment.

Skills

Organizational skills

Interpersonal communication

Written and verbal communication

Calendar coordination

Microsoft Office

Meeting coordination

Discretion and confidentiality

Time management

Research skills

Customer service

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Virtual meeting platforms

Database management systems

University systems

Job description

The School of Music at the University of Arizona invites applications for an Executive Assistant to the Director. The successful candidate will serve as the primary administrative support for the Director and will be responsible for managing a complex calendar, coordinating meetings and special events, supporting communications, assisting with travel arrangements, and facilitating a wide range of administrative and project-based activities. Applicants should be proficient with Microsoft Office Suite, virtual meeting platforms, and database management systems.

The position requires exceptional organizational, interpersonal, and communication skills, along with the ability to manage multiple priorities in a fast-paced environment. The successful candidate will demonstrate initiative, resourcefulness, professionalism, sound judgment, and a commitment to providing outstanding service. The ability to handle sensitive and confidential information with discretion and diplomacy is essential.

As a highly visible and community-facing role, the Executive Assistant serves as an ambassador for the School and interacts regularly with faculty, staff, students, donors, alumni, guest artists, university leadership, and community partners. The ideal candidate will have strong relationship-building skills, and the ability to engage effectively with individuals from varied backgrounds and experiences while creating a welcoming environment for all.

The person occupying this position will join a dynamic school of approximately 80 faculty and staff and become an integral part of a vibrant artistic and academic community. We value collaboration, innovation, and a strong sense of community, and we enjoy broad engagement with the College of Fine Arts, and partners throughout Tucson and beyond.

The Fred Fox School of Music is part of Arizona Arts, which serves as a unified gateway to visual and performing arts experiences, programs, and assets at the University of Arizona. Arizona Arts offers the opportunity to work with people of many different backgrounds, experiences, and perspectives. We foster opportunity and excellence in the arts through student success, innovative research and creative activity, and meaningful community engagement. The University of Arizona is a Hispanic-Serving Institution and among the nation's leading public research universities. We live our Purpose, Mission, and Values as a land-grant university.

Visa sponsorship is not available for this position.

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

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please

Duties & Responsibilities

• Execute daily operational
  and administrative tasks under supervision to support Department Heads and
  departmental objectives.
• Schedule and coordinate
  meetings, events, and logistics, including room reservations and preparation
  of materials.
• Facilitate effective
  communication within the department and with university colleagues, students,
  and external partners by routing inquiries and providing routine
  information.
• Prepare, format, and
  proofread correspondence, reports, presentations, and other documents,
  ensuring accuracy and compliance with university standards.
• Maintain organized
  electronic and physical filing systems for records, correspondence and
  reference materials, ensuring efficient retrieval and proper archiving.
• Track departmental
  expenditures and assist with purchasing, reimbursements, and invoice
  processing according to university policies; report discrepancies to
  supervisors.
• Maintain inventory of office
  supplies and coordinate maintenance of office equipment to ensure smooth
  daily operations.
• Assist with administrative
  tasks and logistics for department initiatives, meetings, and events led by
  Department Heads, including gathering, compiling, and verifying information
  for memos, reports, and presentations.
• Support project logistics,
  including timeline tracking and material preparation.
• Perform general office
  support, contribute to team goals, and support the successful completion of
  department projects and responsibilities.

Knowledge, Skills, and Abilities:

• Knowledge of university policies and procedures.
• Understanding of office management practices and professional administrative standards.
• Knowledge of project coordination principles.
• Awareness of higher education structure and stakeholder relationships (faculty, staff, external partners).
• Strong written and verbal communication skills.
• Advanced organizational and time-management skills.
• Calendar and meeting coordination across multiple stakeholders and priorities.
• Proficiency with Microsoft Office Suite and university systems (or similar enterprise tools).
• Research skills, including online information gathering and summarizing relevant findings.
• Customer service and interpersonal communication skills.
• Strong ability to prioritize in fast-paced environment.
• Ability to exercise discretion and maintain strict confidentiality.
• Ability to manage multiple tasks with accuracy and attention to detail.
• Ability to work collaboratively with different internal and external stakeholders.
• Ability to adapt to shifting priorities and deadlines in a dynamic academic environment.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• Bachelor's degree or
  equivalent advanced learning attained through experience required.
• Up to 1 year of relevant
  work experience may be required.

Preferred Qualifications

• Experience supporting executive leaders in higher education, arts administration, nonprofit, or similarly complex organizations.
• Experience coordinating complex calendars, meetings, events, and travel.
• Experience working with varied stakeholders, including students, faculty, staff, donors, alumni, visitors, and community partners.
• Experience supporting faculty affairs, recruitment, personnel processes, or special projects.
• Familiarity with university systems, policies, and procedures.
• Experience in the performing arts, music, higher education, or other community-facing institutions.

FLSA: Non-Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Organizational Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $25.50 - $31.88

Compensation Type: hourly rate

Grade: 7

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 represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level: PC1

Job Family: Administrative Support

Job Function: Organizational Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Target Hire Date: 11/20/2026

Contact Information for Candidates:
Lia Uribe
[e-mail]

Open Date: 11/6/2026

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Notice of Availability of the Annual Security and Fire Safety Report: The University of Arizona releases an Annual Security Report (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 at [e-mail].