Executive Administrative Support Specialist

Job Profile:

Job Family:

Time Type:

Max Pay – Depends on experience:

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Job Description:

Position Salary Range: $51,500 - $70,000 per year; DOE

Job Description:

The Rob Walton School of Conservation Futures is seeking an Executive Administrative Support Specialist to provide high-level administrative and strategic support to the School Director. This role supports daily operations, assists with strategic planning efforts, and delivers a broad range of administrative functions essential to the school’s success.

The position requires the ability to independently manage multiple priorities, including business affairs, academic personnel matters, and a wide variety of projects and initiatives ensuring work is completed accurately, efficiently, and on time.

The Executive Administrative Support Specialist plays a critical role in enhancing the school’s operational efficiency with competing demands and contributes to a positive, collaborative team culture. The role involves performing complex administrative duties of a sensitive and confidential nature, requiring sound judgment, discretion, and a high degree of independence in support of the Director.

Essential Duties:

• Manage the Director’s calendar to ensure optimal use of time, exercising independent judgment regarding priorities, scheduling, and delegation of tasks.

• Coordinate all aspects of the Director’s travel, including domestic and international arrangements, itineraries, reimbursements, and travel claims.

• Serve as a primary liaison between the Director and faculty, staff, university leadership, and external stakeholders; act as a conduit for information on issues impacting the Director.

• Collaborate with university offices to coordinate the Director’s participation in university-wide meetings, events, and initiatives.

• Coordinate and manage School personnel actions, including faculty and academic professional reviews, promotion and tenure processes, sabbaticals, evaluations, searches, and hiring; serve as the unit contact and administrator for the Academic Personnel Actions Reporting System (APARS).

• Schedule, organize, and provide administrative support for faculty, leadership, and executive meetings; develop agendas and materials in collaboration with the Director and leadership team; track follow-up actions and implementation.

• Coordinate visits for faculty candidates and other guests, including scheduling, travel arrangements, itineraries, and reimbursement processing.

• Review, prioritize, and manage the Director’s correspondence; draft responses requiring judgment, originality, and subject-matter knowledge; independently compose correspondence on sensitive and complex issues.

• Coordinate and support events and activities hosted by the Director’s Office, including logistics, equipment, catering, invitations, and RSVP management in coordination with the college events team.

• Uses discretion in maintaining confidential and sensitive information within unit files and records.

• Provide back-up support to other administrative staff as needed.

• Perform special projects and assignments as directed by the Director.

Desired Qualifications:

• Experience providing executive-level administrative support in an academic or higher education environment.

• Experience with Faculty Search, Annual Activity Reporting (ASU Vita), and Review, Promotion, and Tenure (RPT) processes.

• Demonstrated knowledge of university policies, procedures, and organizational structure (experience with ASU policies preferred).

• Experience managing complex administrative functions, including calendaring, scheduling, records management, and event coordination.

• Experience arranging and managing national and international travel.

• Strong written and verbal communication skills, with the ability to independently compose professional correspondence.

• Demonstrated tact, diplomacy, sound judgment, and the ability to maintain effective working relationships within a diverse community.

• Ability to analyze, comprehend, and respond to complex issues with accuracy and professionalism.

• Proficiency with Microsoft Office or equivalent software.

Working Environment:

• Climate-controlled office setting subject to extended periods of being in a stationary position.

• Constantly detects and operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.

• Ability to clearly communicate and exchange accurate information to perform essential duties.

• Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others.

Department Statement:

Global Futures Laboratory takes a broad look at the trajectory of our planet and the role of global society in shaping it, to gather and synthesize knowledge from many frameworks and to fundamentally alter how we manage the planet in ways that achieve sustained habitability. Global Futures Laboratory harnesses the innovative capacity of academia and develops options for sound management of our planet, in part by finding untapped opportunities that lie between disciplines, schools and existing projects.

The ASU Rob Walton College of Global Futures is an integral unit within the Julie Ann Wrigley Global Futures Laboratory, an innovative enterprise designed to radically enhance the university’s impact in creating a thriving future for humanity and planet Earth. The College contains the Rob Walton School of Conservation Futures.

As defined in its design aspirations, ASU has a deep commitment to use-inspired, public-serving work in both the local and global contexts. This commitment is further articulated in ASU’s Charter, declaring the university’s enduring commitment to the communities in which it is embedded.

Driving Requirement:

Location:

Funding:

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

Please use the link below to log in using single sign-on.

To be considered, your application must include all of the following attachments:

• Cover letter

• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact HR Talent Acquisition before the posting close date to request edits.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

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.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement: