Executive Assistant

About this role

Job Profile: Administrative Operations Specialist 3 Job Family: Administrative Operations Time Type: Full time Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications: Bachelor's degree and five (5) 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: The Shufeldt School of Medicine and Medical Engineering is seeking a highly organized, proactive, and adaptable Executive Assistant to provide high-level administrative and operational support to senior leadership. This role supports executive-level leaders and may provide additional support across the executive team as organizational needs evolve.

This position plays a critical role in ensuring the effectiveness and efficiency of executive operations in a fast-paced, start-up environment. The Executive Assistant exercises a high degree of judgment, independence, and discretion while managing competing priorities, anticipating needs, and engaging with stakeholders at all levels, including senior executives and VIPs.

The Executive Assistant serves as a key partner in coordinating administrative and operational activities across internal departments and contributes to a collaborative, respectful, and solutions-oriented team culture.

This position is part of a career progression within administrative roles at Shufeldt and may provide guidance and functional oversight to other administrative staff and student workers.

This position will initially report to the Founding Dean; however, the reporting structure and support assignments may evolve as Shufeldt continues to grow and adapt.

Salary Range: $57,900 to $75,000; DOE

Essential Duties: • Manage complex and dynamic executive calendars, including prioritization of requests, conflict resolution, and proactive planning. 

• Coordinate meetings and executive engagements, including preparing agendas, compiling materials, and ensuring follow-up. 

• Arrange and manage complex travel logistics (domestic and international), including detailed itineraries and real-time problem-solving. 

• Initiate small dollar purchasing transactions using Workday and/or PCard in compliance with university policies (e.g., ordering office supplies). 

• Serve as a liaison with internal departments, including business operations and human resources, to coordinate administrative and operational processes. 

• Coordinate expense reports, reimbursements, and purchasing activities in collaboration with business operations, including preparing documentation, obtaining quotes, and responding timely to inquiries to ensure efficient processing. 

• Support personnel-related processes in collaboration with HR, including coordination of required paperwork, scheduling interviews, and onboarding. 

• Provide guidance, training, or functional oversight to student workers or administrative staff, ensuring quality and timely completion of tasks. 

• Serve as a primary point of contact for internal and external stakeholders, including senior leaders and VIPs, demonstrating professionalism and discretion. 

• Coordinate executive participation in meetings, events, and VIP visits, including logistics and on-site support. 

• Support planning and execution of events, which may include scheduling, catering, room reservations, communications, and day-of coordination. 

• Draft, edit, and manage correspondence on behalf of leadership. 

• Maintain organized records, files, and tracking systems. 

• Anticipate needs, identify challenges, and implement solutions in a dynamic environment. 

• Collaborate across ASU Health teams, fostering a culture of mutual respect, professionalism, and service. 

• Support special projects and provide back-up administrative support as needed. 

• Other duties as needed.

Desired Qualifications: • Experience providing high-level administrative support to executive leadership. 

• Demonstrated ability to manage complex priorities and exercise independent judgment. 

• Experience coordinating complex travel, executive scheduling, and high-level engagements. 

• Experience collaborating with internal administrative functions such as business operations, finance, and human resources. 

• Proven ability to interact effectively with senior leaders, external partners, and VIP stakeholders. 

• Excellent written and verbal communication skills. 

• Demonstrated ability to handle sensitive and confidential information with discretion. 

• Strong organizational, problem-solving, and time management skills. 

• Ability to thrive in a fast-paced, evolving, or start-up environment. 

• Commitment to fostering a respectful, collaborative, and inclusive work environment. 

• Proficiency in Microsoft Office and standard business applications.

• Openness to learning and adopting new technologies, systems, and evolving processes.

Working Environment: • Activities are performed in an environmentally controlled office setting and require extended periods of sitting, working at a computer, and using standard office equipment.

• Regular activities include keyboarding, reading, and communicating via phone, video conferencing, and in-person interactions.

• May be required to stand and walk for varying lengths of time, including moving between offices, meeting spaces, and event locations.

• Frequent physical demands may include bending, reaching, and lifting or moving items up to 20 pounds (e.g., office supplies, meeting materials, event supplies).

• This position is based on-site.

• May be required to travel between ASU campuses or off-site locations for meetings or events.

• May require occasional evening or weekend work to support meetings, events, or executive schedules.

Department Statement:

The John Shufeldt School of Medicine and Medical Engineering at Arizona State University, a flagship component of the broader

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