Assistant Director of Visits, Presidential Administration

Job Profile:

Administrative Support Specialist 3

Administrative Support

Full time

$70,000-$75,000 per year; DOE

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 Profile

Summary:

Provides complex administrative and programmatic support to leadership.

The Assistant Director of Visits in the Office of the President provides strategic leadership, planning, and execution of high-profile visits and presidential engagements on behalf of Arizona State University. This role is responsible for ensuring that all official visits hosted by the Office of the President reflect the institution’s stature, advance strategic priorities, and uphold the highest standards of protocol and diplomacy.

The Assistant Director oversees the full lifecycle of complex visits —from concept through execution and post-visit evaluation— while also providing high-level scheduling and coordination, to include cross-coverage and operational support to ensure continuity within the Office of the President. This position operates in a fast-paced, high-visibility environment requiring exceptional judgment, discretion, and coordination across internal and external stakeholders.

• Direct and manage all official presidential visits.

• Align visits with university priorities, advancement goals, and executive leadership objectives.

• Ensure all engagements reflect the dignity, reputation, and strategic messaging of the Office of the President.

• Provide high-level scheduling and coordination, to include cross-coverage and operational support to ensure continuity within the Office of the President.

• Develop and maintain a comprehensive scheduling system to prioritize requests and optimize the President’s time and institutional impact.

• Assist the executive director and director with management of a complex schedule while developing solutions to intricate scheduling conflicts.

• Coordinate briefing materials, logistics, and finalize all details to ensure the President is fully supported and informed for each engagement.

• Oversee end-to-end logistics including itinerary development, venue coordination, transportation, security considerations, and hospitality.

• Distribute detailed briefing materials for both visiting delegations and ASU participants.

• Maintain a comprehensive database of past, current, and prospective visits and events.

• Serve as primary point of contact for visiting dignitaries and their teams before, during, and after engagements.

• Conduct post-visit evaluations and produce summary reports for the president.

• Serve as the institutional expert on protocol, etiquette, and diplomatic conventions.

• Ensure compliance with established standards while advising senior leadership on appropriate practices.

• Foster relationships with domestic and international partners in a manner that reflects professionalism and mutual respect.

• Partners with university leadership, academic units, advancement teams, and external organizations to coordinate complex, multi-stakeholder visits.

• Collaborate with communications, security, facilities, and administrative teams to ensure seamless execution.

• Provide cross-coverage and operational support during peak periods or staff absences.

• Manage multiple high-priority projects simultaneously in a dynamic, fast-paced environment.

• Resolve sensitive, urgent, and confidential issues with sound judgment and discretion.

• Ensure visits are executed with precision, adaptability, and attention to detail.

• Ensure accuracy, follow-through, and execution of calendar commitments in collaboration with the Office of the President team.

• Strategic Thinking & Prioritization: Ability to align visits and meetings with institutional goals and executive priorities.

• Executive-Level Judgment: Demon…