Executive Assistant to Vice Presidents - AZ - University Administration

Executive Assistant to Vice Presidents - AZ - University Administration

Job Category: Staff

Requisition Number: EXECU
004492

• Posted :
  August 5, 2026
• Full-Time

Showing 1 location

Arizona Campus
Glendale, AZ 85308, USA

Summary

The Executive Assistant provides comprehensive, high-level administrative, operational, and strategic support to the Vice Presidents within the Executive Office. This role serves as a critical operational partner responsible for handling sensitive institutional data, managing academic governance documents, coordinating logistics for events and guests, and collaborating in cross-campus administrative workflows. This position requires an exceptional degree of organizational acumen, absolute discretion with confidential and legally privileged information, independent judgement, and a highly collaborative professional demeanor.

Essential Duties and Responsibilities

• Provide high-level administrative support, including drafting, editing, and proofreading complex emails, memos, executive summaries, and multi-campus communications on behalf of the Vice Presidents, always operating with confidentiality, independent judgement, and knowledge of office organisation, administrative procedures, and general business practices.
• Proactively manage complex executive calendars, strategically prioritising time-sensitive matters, anticipating schedule conflicts, and keeping Vice Presidents fully briefed on upcoming deadlines, institutional priorities, and urgent action items.
• Serve as a liaison and professional gateway for internal and external stakeholders, reviewing, screening, and routing phone and digital communications, assessing priorities using deep knowledge of university policies, structure, and strategic objectives.
• Coordinate complex, multi-segment travel arrangements for executives and serve as the authorised delegate to process travel and expense reimbursements within corporate travel management systems (e.g., Concur).
• Prepare and maintain comprehensive and accurate electronic and paper records, organising information effectively, and creating/updating forms and databases as needed.
• Maintain the highest tier of professional decorum, and help foster a welcoming environment for all University leadership, Board of Trustees members, elected officials, and all other guests, ensuring the Office of the President and designated executive venues are immaculately prepared to host high-level stakeholders.
• Collaborate in the organisation and management of official academic documents, including University Catalogues, Academic Calendars, and core clinical/institutional policies, ensuring version control and alignment across both campuses.
• Attend high-level administrative and committee meetings; accurately capture, synthesise, distribute and safeguard confidential minutes and action items within strict institutional time frames.
• Research, collect, analyse, and synthesise institutional data thoroughly to track programme metrics or operational benchmarks.
• Design, compile, and format comprehensive reports, slide decks, proposals, and organisational charts to ensure clarity, high readability, and executive readiness.
• Execute standard business and procurement procedures, including obtaining vendor quotes, preparing purchase requisitions, auditing invoice payments, and monitoring departmental account expenditures against budget caps.
• Maintain secure digital and physical institutional records, ensuring institutional memory is properly archived, indexed, and compliant with record retention policies.
• Collaborate fluidly with administrative support colleagues across campuses to eliminate operational silos, streamline office procedures, and assist with institutional events as needed by coordinating end-to-end logistics, including seating protocols, catering, and guest travel and accommodations.
• Execute other high-priority administrative duties and special projects as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This individual must be able to work in a constant state of awareness and have regular, predictable, in-person attendance. The requirements below represent the required knowledge, skill, and ability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Qualifications and Competencies

• Professional Agility:
  Demonstrates a commitment to continuous improvement by actively adopting new technologies, institutional procedures, and optimised workflows.
• Professional Decorum:
  Upholds exemplary, impeccable standards of workplace ethics, attire, professional apparel, conduct, and clear, respectful communication.
• Institutional Collegiality and Cross-Campus
  
  Collaboration:
  
  Fosters positive, collaborative working relationships across multi-campus teams, university partners, private-sector representatives, and the public through exceptional courtesy and professionalism.
• Drive,…