Executive Administrative Support Specialist

Job Profile:

Administrative Support Specialist 3

Job Family:

Administrative Support

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 Profile Summary:
Provides complex administrative and programmatic support to leadership.

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:

• 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

• 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,