Executive Assistant to Vice Presidents - AZ - University Administration

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 judgment, and a highly collaborative professional demeanor.

• 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 judgment, and knowledge of office organization, administrative procedures, and general business practices.
• Proactively manage complex executive calendars, strategically prioritizing 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 authorized 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, organizing 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 organization and management of official academic documents, including University Catalogs, Academic Calendars, and core clinical/institutional policies, ensuring version control and alignment across both campuses.
• Attend high‑level administrative and committee meetings; accurately capture, synthesize, distribute and safeguard confidential minutes and action items within strict institutional time frames.
• Research, collect, analyze, and synthesize institutional data thoroughly to track programmatic metrics or operational benchmarks.
• Design, compile, and format comprehensive reports, slide decks, proposals, and organizational 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.

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…