Executive Associate

Executive Associate

The Office of Research & Partnerships at the University of Arizona is seeking an Executive Associate to provide executive-level support to the executive suite of the division of Office of Research & Partnerships (ORP). This fast‑paced, multi‑tasked role requires initiative, resourcefulness, and sound judgment. The Executive Associate will support senior leadership by managing complex calendars, travel arrangements, drafting communications, preparing meeting documents, assisting with event/meeting organization, and other general office duties as assigned.

This position reports to the Administrative Strategy Professional IV.

To be successful, the incumbent must be professional, proactive, confidential, and able to communicate effectively with strong written and verbal skills. The candidate should prioritize tasks, meet deadlines, work independently, and be self‑motivated to identify and address the needs of RII senior leadership. The ideal candidate has extensive experience providing executive support to university or corporate leaders.

• Coordinate the preparation, review, and finalization of reports and presentations.
• Provide initial triage for situations, processes, and events, offering recommendations to enhance decision‑making and operational efficiency.
• Organize and maintain calendars, scheduling meetings, appointments, and events with precision and attention to detail.
• Coordinate and prioritize meeting requests, ensuring alignment with time zones, regions, and international considerations.
• Ensure proper meeting platforms (Microsoft Teams, Zoom, in‑person) are scheduled and accessible, and assist with preparation for seamless participation.
• Proactively identify and resolve scheduling conflicts, providing timely reminders and preparation materials for all engagements.
• Strategically manage Senior Vice President and Vice President time; work closely with the SVP ORP Office Manager and other staff to ensure efficient use of time to move initiatives forward.
• Process PCard purchases, travel expense reports, reimbursements, and reconciliation to ensure timely submission.
• Assist in arranging domestic and international travel, including accommodations, transportation, and itineraries.
• Maintain accurate records of travel‑related expenses and process reimbursements.
• Document all travel arrangements and keep backup plans in place for changes.
• Develop or proofread letters, memos, reports, and correspondence to senior leadership, coordinate communication triage, create itineraries and agendas for meetings.
• Regularly communicate with senior leaders, deans, direct reports, internal and external stakeholders to ensure efficiency of SVP ORP requirements.
• Manage technological needs such as Zoom, audio‑visual aids, and prepare background materials for successful meeting experiences.

This job posting reflects the general nature and level of work expected of the selected candidate. It is not an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as priorities evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

None specified.

Visa sponsorship is not available for this position. University of Arizona benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; tuition reduction for employee and qualified family members; retirement plans; access to recreation and cultural activities; and more.

$28.56–$35.70 per hour. Exempt position. Salary range is an estimate of possible compensation at the time of posting. The University considers role responsibilities, candidate experience, education, key skills, and internal equity when extending an offer.

Tucson Campus, Tucson, AZ, USA.