Executive Support Specialist

Job Profile:

Administrative Support Specialist 2

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$60,000.00 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 Profile Summary:
Provides intermediate to complex administrative and programmatic support to leadership.

Job Description:

Position Salary: $60,000 per year

At Arizona State University, we measure ourselves not by whom we exclude, but rather by whom we include and how they succeed. In Admission Services, we are passionate about helping students find their right university fit and working together as a team to achieve our enrollment goals. If you are solution-oriented, love helping people, believe in the transformative power of higher education and enjoy working in a fast-paced environment, then you will thrive in Admission Services.

Admission Services seeks a highly experienced Executive Assistant to provide strategic, proactive support to the Associate Vice President of Enrollment. This role is ideal for a seasoned executive assistant who thrives in a fast-paced, complex environment and exercises strong judgment, discretion, and autonomy. The Executive Assistant serves as a trusted partner to the AVP, managing complex scheduling, communications, meeting preparation, and operational workflows while anticipating needs and ensuring the AVP's time and attention are aligned with institutional priorities. This position interacts regularly with senior university leadership, faculty, staff, students, and external partners.

This position requires a very careful adherence to well-defined work where repeatable results are needed. The work is highly precise in nature and requires a very strong attention to detail. It is vital for the work output to be very high quality, with correct results, time and time again. Checking and double-checking is often necessary; individuals performing the job must be patient and conscientious. Both the content and the presentation are important; all work must be highly polished. There is little ambiguity in this job. It is very clear what needs to be done, and what the expected results are. This clarity will come either from the company's management, or from established professional disciplines and processes. The established procedures and processes must be followed very closely; there is little room or necessity to modify them. Much of the work can be accomplished by working at a steady, even pace. There is much consistency and familiarity from one day to the next. It is generally feasible to plan large blocks of work ahead of time. When work duties do change, there is ample foresight and time to prepare. The work is best accomplished working as an individual, without a great dependence on other people or "politics" for results. The work is helpful in nature; providing support and/or service to others in an environment free from competition. Interacting with customers requires a professional, formal manner where the focus is on completing the task pleasantly and correctly.

Essential Duties:

Executive and Leadership Support

• Provide primary executive administrative support to the Associate Vice President, including complex calendar management, meeting coordination, and preparation of background materials.

• Coordinate executive travel arrangements, itineraries, and logistics; anticipate needs and prepare supporting documentation.

• Compile, prepare, and manage confidential and sensitive materials with the highest level of discretion and professionalism.

• Serve as a liaison between the Associate Vice President and internal/external stakeholders, ensuring effective communication and follow-through.

Administrative Operations and Process Management

• Execute a wide range of advanced administrative duties, including composing correspondence, preparing reports and presentations, and interpreting established policies and procedures.

• Maintain detailed records, track transactions, reconcile data, and generate reports related to deposit activity.

• Maintain and update databases, spreadsheets, and CRM/HRMS systems; generate routine and ad hoc reports containing sensitive information.

• Support departmental processes such as onboarding, interview coordination, event scheduling, and executive meeting logistics.

• Monitor office