Executive Assistant

Job Profile: Administrative Operations Specialist 3 Job Family: Administrative Operations Time Type: Full time Max Pay – Depends on experience: $75,000.00 USD Annual Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications: Bachelor's degree and five (5) years 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: 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 Essential Duties: 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.
Desired

Qualifications:

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.
Working Environment: Activities are performed in an environmentally…