Compare your current skills to what this opportunity needs—we'll show you what you already have and what could strengthen your application.
Job Description
Executive Assistant (Updated) Posting Number req25786 Department Nat. Am. Adv & Trbl Engmnt Department Website Link https://naair.arizona.edu/about/naate Location Tucson Campus Address Tucson, AZ USA Position Highlights The Executive Assistant position provides high level administrative and operational support to the Executive Director of NAATE, including calendar coordination, meeting logistics, travel arrangements, and procurement activities. The role will also be responsible for conference and event registrations, event logistics, facilities requests, ordering supplies, purchase requests, surplus, etc. This position will need extensive knowledge of the University and be able to communicate with internal and external campus partners. The position requires strong organizational skills, independent judgment, and the ability to manage multiple priorities in a fast paced setting. Visa sponsorship is not available for this position. Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of
A/ASU/NAU
tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here Duties & Responsibilities Administrative Support to the Special Advisor Manage calendar for Special Advisor including U of A meetings/Tribal Leaders' meetings and out of office monthly report to Provost Office. Maintain updated bio-sketch for Special Advisor. Communicate and coordinate with internal and external campus partners as primary point of contact for department. Arrange travel arrangements for Special Advisor including hotels and flights. Support NAATE initiatives including tribal flags, sign unveilings, speaker series, Native American Heritage Month Activities. Support Athletics Department initiatives. Serve on committees and assists with complex administrative processes and resolve issues independently using extensive knowledge of departmental policies and procedures. Draft and prepare press releases and media advisory. Will need extensive knowledge of the University. Administrative Office Support Manage and complete room scheduling for meetings and events. Manage and complete U of A permits for policy related activities including ceremonies/blessings, use of event space on U of A Mall, the need for police department and/or secret service. Reserve hotel rooms for NAATE guests including tribal leader visits, NAATE speaker series, candidate on campus interviews. Coordinate and submit all maintenance/repair requests. Coordinate and submit all surplus equipment requests (UAccess/Buyways). Assist with departmental purchasing, supply ordering, and general procurement functions in alignment with university guidelines including special purchase requests including business cards, miscellaneous items for Tribes. Event Logistics Organize and coordinate departmental events including conferences and event registrations. Manage and complete agendas and itineraries. Manage and complete parking and transportation permit requests including gate access, large vehicle parking spaces. Assist with event outreach communications. Organize and coordinate catering orders including collaborating with SUMC and outside food vendors. Manage and complete any outstanding items on upcoming events. Complete acknowledgements and thank you notes. Procurement, Travel & P-Card Administration Arrange and coordinate travel arrangements for other staff members and invited guests including booking, preparing reimbursement documentation and tracking travel related information. Reconcile and manage p-card transactions and work with staff on discrepancies. Ensure accuracy and compliance in all travel and purchasing transactions.
