A large and reputable university in Arizona is looking for an experienced and skillful Executive Administrative Assistant to join their collaborative and fast-paced team. This individual will report directly to the Vice President & Chief Operating Officer. This team is looking for someone highly organized and a skillful communicator, with effective methods for multitasking and triaging diverse requests and tasks. This includes managing and scheduling multiple (sometimes urgent and critical) meeting and travel requests simultaneously with internal and external stakeholders; managing executive calendars; predicting, preventing, and when necessary, remedying scheduling conflicts; answering emails and messages promptly; supporting planning and day-of coordination for events and VIP visits; anticipating and articulating needs, requests, and potential problems before they arise; and is energized by and can also remain calm and grounded within a fast-paced environment. The ideal candidate will also be professional and can engage with senior leaders within the company and the state across multiple fields and sectors, including higher education, medicine, public health, government, industry, and philanthropy. This person will work closely with other university offices and external stakeholders to coordinate executives involvement in university events and VIP visits, including identifying and saving dates, sending calendar invites and details, securing agendas, putting together and sharing supplemental materials (e.g., headshots and bios), and assisting with any day-of logistics to ensure events, meetings, and visits go smoothly. This individual will also provide back-up to other staff in the office.
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-5 years of experience as an Executive Admin supporting executives/ senior leadership
-Extensive experience managing multiple high-priority activities in a fast-paced environment requiring considerable independence of action.
-Experience scheduling multiple (sometimes urgent and critical) meetings and travel requests simultaneously with internal and external stakeholders.
-Must feel confident engaging with senior leaders within and the state across multiple fields and sectors, including higher education, medicine, public health, and government.
-Experience coordinating travel for executive leaders including local, national, and international.
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.