Executive Support Specialist

Job Profile

Administrative Support Specialist 2

Administrative Support

Full time

$60,000.00 USD Annual

Bachelor's degree and three (3) 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.

Provides intermediate to complex administrative and programmatic support to leadership.

In Admission Services, we are passionate about helping students find their right university fit and working together as a team to achieve our enrollment goals. This role is ideal for a seasoned executive assistant who thrives in a fast‑paced, complex environment and exercises strong judgment, discretion, and autonomy. The Executive Assistant serves as a trusted partner to the Associate Vice President of Enrollment, managing complex scheduling, communications, meeting preparation, and operational workflows while anticipating needs and ensuring the AVP’s time and attention are aligned with institutional priorities.

This position interacts regularly with senior university leadership, faculty, staff, students, and external partners.

• Provide primary executive administrative support to the Associate Vice President, including complex calendar management, meeting coordination, and preparation of background materials.
• Coordinate executive travel arrangements, itineraries, and logistics; anticipate needs and prepare supporting documentation.
• Compile, prepare, and manage confidential and sensitive materials with the highest level of discretion and professionalism.
• Serve as a liaison between the Associate Vice President and internal/external stakeholders, ensuring effective communication and follow-through.
• Execute a wide range of advanced administrative duties, including composing correspondence, preparing reports and presentations, and interpreting established policies and procedures.
• Maintain detailed records, track transactions, reconcile data, and generate reports related to deposit activity.
• Maintain and update databases, spreadsheets, and CRM/HRMS systems; generate routine and ad hoc reports containing sensitive information.
• Support departmental processes such as onboarding, interview coordination, event scheduling, and executive meeting logistics.
• Monitor office operations, inventory, and expenditures; assist with budget tracking and basic financial analysis.
• Coordinate projects and initiatives from planning through completion, ensuring timelines, priorities, and deliverables are met.
• Analyze administrative and operational processes; recommend and implement improvements to enhance efficiency and service quality.
• Perform special assignments and represent the unit at meetings, as directed.

• Advanced knowledge of administrative principles, executive support practices, and office operations within a complex organization.
• Working knowledge of university policies, procedures, and governance, particularly those related to enrollment, finance, and executive operations.
• Expertise in managing executive calendars, meetings, travel, and confidential materials with discretion and sound judgment.
• Strong written and verbal communication skills, including composing correspondence and materials requiring judgment, clarity, and professionalism.
• Proven ability to manage multiple high-priority tasks simultaneously while maintaining accuracy and meeting deadlines.
• Skill in processing financial or enrollment-related transactions with precision and compliance.
• Analytical and problem-solving skills, including the ability to evaluate processes and implement operational improvements.
• High-level organizational and time-management skills, with demonstrated attention to detail and follow-through.
• Strong interpersonal skills, including tact, diplomacy, and the ability to work effectively with senior leaders and stakeholders.
• Proficiency with Microsoft Office applications and enterprise systems such as CRMs, HRMS, financial, and document management platforms.

Campus:
Tempe

No Federal Funding

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.