Executive Administrative Support Specialist

Job Profile:

Administrative Support Specialist 2

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$75,000.00 USD Annual

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

Minimum Qualifications:

Bachelor's degree and three (3) 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 Description:

Job Salary Range: $70,000-$75,000 per year; DOE

The Executive Administrative Support Specialist provides high-level scheduling, coordination, and decision-support for the Office of the President. Reporting to the Deputy Director, this role manages scheduling logistics, correspondence, and office resources while maintaining discretion, professionalism, and attention to detail. This position also provides backup support to senior scheduling staff to ensure continuity within the Office of the President.

Essential Duties:

Scheduling & Day-of Support

• Provide day-of support for the President’s schedule, ensuring meetings and engagements run on time with all participants present.

• Manage same-day scheduling changes and rapid rescheduling in response to evolving priorities.

• Manage scheduling for media interviews, videotaping requests, and other public-facing engagements.

• Coordinate meetings with legislative and elected officials in accordance with institutional protocol.
  

Planning & Calendar Management

• Develop and execute scheduling plans for annual and recurring presidential meetings and engagements.

• Maintain assigned personal and recurring appointments for the President with discretion and confidentiality.

• Maintain president’s spring teaching schedule, liaising with TA’s

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

Operational Continuity

• Perform opening duties for presidential suite

• Provide cross-coverage and operational support during peak periods or staff absences, including support for travel-related scheduling, athletics, and family-related engagements as assigned.

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

• Prepare advance briefing materials for president relative to scheduling assignments.

Core Competencies & Evaluation Criteria:

• Judgment & Prioritization
  Effectively assesses and prioritizes scheduling requests based on strategic alignment, urgency, protocol, and institutional impact; escalates appropriately.

• Scheduling & Operational Excellence
  Executes complex, high-volume scheduling accurately and efficiently; ensures calendar commitments are confirmed, prepared, and executed as planned.

• Discretion & Confidentiality
  Handles sensitive information and engagements with professionalism, integrity, and awareness of institutional risk and optics.

• Communication & Stakeholder Coordination
  Communicates clearly and diplomatically with internal and external stakeholders; ensures expectations, logistics, and details are well managed.

• Adaptability & Responsiveness
  Responds effectively to same-day changes, competing demands, and evolving priorities while maintaining accuracy and composure.

• Collaboration & Team Support
  Works effectively with the Deputy Director, Executive Director, and support staff; provides reliable cross-coverage and contributes to team continuity.

• Reliability & Accountability
  Demonstrates consistent follow-through, attention to detail, and ownership of responsibilities in a fast-paced environment.

Desired Qualifications:

• Bachelor’s degree required or equivalent professional experience.

• 3-5+ years of experience in administrative support, executive assistance, or high-volume office operations.

• Demonstrated ability to manage high-volume, time-sensitive requests with accuracy and discretion.

• Strong organizational, communication, and judgment skills.

• Proven ability to handle confidential information with professionalism.

• Ability to prioritize tasks, adapt to changing priorities, and work under pressure.

• Experience in higher education or a mission-driven organization.

• Experience supporting senior executives or public-facing leaders.

• Familiarity with scheduling software, media coordination, and office operations

Working Environment:

• This position is located on-site at the ASU Tempe campus.

• Ability to clearly communicate verbally, read, write, see, and hear to perform essential functions.

• Regular use of standard office equipment, including, but not limited to, computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, and associated computer/technology peripherals.

• Activities are performed in an environmentally controlled office setting, subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).

• Regular activities require the ability to quickly change priorities, which may include or are subject to the resolution of conflicts.

Department Statement:

The Arizona State University Office of the President provides strategic leadership and vision for the university, guiding its mission to advance education, research, and public service. The office works collaboratively with university leadership, faculty, and the community to drive innovation, support student success, and strengthen ASU’s impact locally and globally.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal 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.

https://www.myworkday.com/asu/d/inst/1$9925/9925$20390.htmld

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 The Office of Human Resources Talent Acquisition before the posting close date.

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:

A fingerprint check is not required for this position.