Executive Assistant

The Office of Research Development Services (RDS) at the University of Arizona is seeking an Executive Assistant to provide essential support to program management and senior leadership in a highly collaborative, fast-paced environment. This position offers direct support to Executive and Senior Directors (M4 level) who lead industry partnerships and research development initiatives across campus. The successful candidate will play a critical role in supporting complex programs, facilitating communications, and serving as a liaison between leadership, faculty, and external sponsors. This role requires initiative, resourcefulness, creativity, and sound judgment to ensure the successful execution of high-impact research and engagement activities.

Responsibilities include tasks such as managing communications and programs with our external sponsors (including reaching out to professionals in industry, national labs, and with federal sponsors) for meeting support, including agenda development, preparation of meeting documents, assisting with event/meeting organization (largely for external partners and faculty), calendaring, and other duties as assigned.
The ideal candidate will be excited to work in an environment focused on advancing transformative excellence in research across campus, with particular attention to our land-grant mission of service to the State of Arizona.

The successful candidate will be proficient with Microsoft Office Suite, especially Outlook email and calendaring, Zoom, Doodle Poll or other similar applications, as well as demonstrating strong organizational skills and excellent verbal and written communication. The use of sound judgment and the ability to distinguish priorities are important as well as working well with minimal supervision and within a team.

Outstanding UA benefits include health, dental, vision, and life insurance; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; access to UA recreation and cultural activities; and more!

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Program Management & Strategic Support:

• Provide administrative support to Executive and Senior Directors to coordinate programs that advance external engagement and proposal development across campus.
• Apply critical thinking and decision-making skills to anticipate needs, resolve challenges, and recommend solutions in support of high-visibility initiatives.
• Responsible for tracking program action items, deadlines, and deliverables, ensuring accountability across multiple stakeholders.
• Coordinate program operations, including scheduling, agenda development, and preparation of materials for meetings with industry, national labs, and federal sponsors.
• Serve as a primary point of contact between RDS leaders and external partners, building and maintaining strong professional relationships.
• Provide program data management support, including CRM updates, relational database maintenance, and tracking of sponsored research activities.
• Develop clear, professional communications (letters, memos, reports) for internal and external audiences on behalf of leadership.
• Collaborate with leaders to evaluate priorities, balance competing deadlines, and ensure smooth execution of critical projects.

Executive & Administrative Support:

• Provide high-level administrative support, including managing complex calendars, scheduling, and travel.
• Prepare and format correspondence, reports, and presentation materials.
• Intake, triage, and recommend responses to inquiries, often requiring discretion and sound judgment.
• Process reimbursements, reconcile PCard transactions, and manage purchasing and office resources.

Event & Engagement Coordination:

• Organize and support events, meetings, and outreach activities for external sponsors and faculty.
• Ensure meeting logistics, technology setup (Zoom/AV), and agenda preparation are executed smoothly.
• Partner with the Operations Team to support faculty development opportunities and sponsor engagement activities.

Systems & Data Management:

• Maintain departmental systems and tools, including AirTable, SmartSheet, and Teams.
• Track and report progress on program activities and deadlines.
• Respond to inquiries on ResDev email and/or incoming phone inquiries.

Additional Duties may be assigned.

Knowledge, skills & abilities:

• Excellent knowledge of office, research program/project management, and administrative procedures and policies particularly using the Microsoft Office Suite.
• Excellent verbal and written communication.
• Proficient with Zoom, Teams, and other applications with experience supporting AV equipment.
• Skill in developing and maintaining good working relationships.
• Excellent interpersonal communication skills, including written and oral communication. With the ability to effectively communicate with external partners.
• Exceptional organizational skills: detail-oriented, able to prioritize strategically, and effectively juggle multiple projects simultaneously.
• Knowledge of basic accounting principles.
• Ability to problem-solve and make decisions.
• Ability to work independently as well as part of a team.
• Ability to deliver professional and effective customer service with all interactions.
• Familiar with UA travel and financial processes.
• In depth knowledge of external collaboration including industry relations.
• Understanding of a high-intensity research institution and higher education administration.

• Bachelor's degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience is required.

• Prior experience working in a high-paced environment.