Executive Assistant

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

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Director Support:

• Work closely with the Director and other senior staff to ensure meeting time is being used efficiently to move initiatives forward.
• Mange the Director's calendars.
• Managing Director's travel arrangements and expenditures. Work with the department finance team to ensure receipts and other documentation are submitted timely and accurately.
• Compose, edit, and review letters, memos, reports and correspondence to senior leadership or others, on behalf of the Director.
• Provide guidance on processes, ensure timely completion, and recommend improvements for efficiency.

Communication:

• Primary point of contact for stakeholders addressing complex inquires.
• Closely monitor commitments to external and internal stakeholders, events, and other activities.
• Coordinate communication triage, ensuring information is provided accurately and/or directed to the correct person.
• Regularly communicate with senior leaders, deans, and internal/external stakeholders to ensure efficiency in meeting requirements and intent.
• Organize and coordinate project events.

Front Desk:

• Coordinate front office, to include appropriate staffing levels, professional presentation, and efficient operations.
• Ensure appropriate documentation for front office processes and procedures is developed and maintained.
• Represent front office administration and the Director's Office as a member of STP and Steward Observatories manager's group.

Meetings:

• Set up Zoom/Teams meetings, facilitate other technology and audio-visual aids.
• Create agendas for leadership meetings.
• Anticipate and prepare background materials as needed in collaboration with others.
• Ensure that calendar activities are associated with appropriate reference materials and other resources for efficient preparation and use during meetings and with relevant stakeholders.
• Make necessary travel reservations and itineraries for visitors/candidates.

Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices.
• Skill in planning, analyzing and coordinating activities, and establishing priorities.
• Proven ability to exercise discretion in working with highly confidential and sensitive matters.
• Excellent communication skills and ability to work with a wide range of people at all levels of the organization.
• Strong organizational, analytical, and problem-solving abilities, including high degree of attention to detail.
• Proficient in Microsoft Office software.
• Skill in formatting and executing clear and effective correspondence, including letters, emails, and memos.
• Knowledge of and skill in working with UArizona systems.
• Strong time-management and organizational skills.
• Scheduling and event planning.
• Intermediate or advanced skills in Zoom and Teams.

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience
• Ability to drive according to the University Fleet Safety Policy.