Executive Assistant

Administrative Operations Specialist 3

The Shufeldt School of Medicine and Medical Engineering is seeking a highly organized, proactive, and adaptable Executive Assistant to provide high-level administrative and operational support to senior leadership. This role supports executive-level leaders and may provide additional support across the executive team as organizational needs evolve.

This position plays a critical role in ensuring the effectiveness and efficiency of executive operations in a fast-paced, start-up environment. The Executive Assistant exercises a high degree of judgment, independence, and discretion while managing competing priorities, anticipating needs, and engaging with stakeholders at all levels, including senior executives and VIPs.

The Executive Assistant serves as a key partner in coordinating administrative and operational activities across internal departments and contributes to a collaborative, respectful, and solutions-oriented team culture.

This position is part of a career progression within administrative roles at Shufeldt and may provide guidance and functional oversight to other administrative staff and student workers.

This position will initially report to the Founding Dean; however, the reporting structure and support assignments may evolve as Shufeldt continues to grow and adapt.

Salary Range: $57,900 to $75,000; DOE

• Manage complex and dynamic executive calendars, including prioritization of requests, conflict resolution, and proactive planning.
• Coordinate meetings and executive engagements, including preparing agendas, compiling materials, and ensuring follow-up.
• Arrange and manage complex travel logistics (domestic and international), including detailed itineraries and real-time problem-solving.
• Initiate small dollar purchasing transactions using Workday and/or PCard in compliance with university policies (e.g., ordering office supplies).
• Serve as a liaison with internal departments, including business operations and human resources, to coordinate administrative and operational processes.
• Coordinate expense reports, reimbursements, and purchasing activities in collaboration with business operations, including preparing documentation, obtaining quotes, and responding timely to inquiries to ensure efficient processing.
• Support personnel-related processes in collaboration with HR, including coordination of required paperwork, scheduling interviews, and onboarding.
• Provide guidance, training, or functional oversight to student workers or administrative staff, ensuring quality and timely completion of tasks.
• Serve as a primary point of contact for internal and external stakeholders, including senior leaders and VIPs, demonstrating professionalism and discretion.
• Coordinate executive participation in meetings, events, and VIP visits, including logistics and on-site support.
• Support planning and execution of events, which may include scheduling, catering, room reservations, communications, and day-of coordination.
• Draft, edit, and manage correspondence on behalf of leadership.
• Maintain organized records, files, and tracking systems.
• Anticipate needs, identify challenges, and implement solutions in a dynamic environment.
• Collaborate across ASU Health teams, fostering a culture of mutual respect, professionalism, and service.
• Support special projects and provide back-up administrative support as needed.
• Other duties as needed.

• Experience providing high-level administrative support to executive leadership.
• Demonstrated ability to manage complex priorities and exercise independent judgment.
• Experience coordinating complex travel, executive scheduling, and high-level engagements.
• Experience collaborating with internal administrative functions such as business operations, finance, and human resources.
• Proven ability to interact effectively with senior leaders, external partners, and VIP stakeholders.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Strong organizational, problem-solving, and time management skills.
• Ability to thrive in a fast-paced, evolving, or start-up environment.
• Commitment to fostering a respectful, collaborative, and inclusive work environment.
• Proficiency in Microsoft Office and standard business applications.
• Openness to learning and adopting new technologies, systems, and evolving processes.

• Activities are performed in an environmentally controlled office setting and require extended periods of sitting, working at a computer, and using standard office equipment.
• Regular activities include keyboarding, reading, and communicating via phone, video conferencing, and in-person interactions.
• May be required to stand and walk for varying lengths of time, including moving between offices, meeting spaces, and event locations.
• Frequent physical demands may include bending, reaching, and lifting or moving items up to 20 pounds (e.g., office supplies, meeting…