Job Listings

Executive Assistant & Office Manager - Outreach Hub

Company:
ASU Enterprise Partners
Job Location:
Tempe, Arizona
Category:
Administrative Assistants

Job Type: Full time

Job Number: R495

Location: Tempe, AZ

Who we want:

Executive Assistant & Office Manager - Outreach Hub

The ASU Outreach Hub, a suite of services in support of ASU academic units and operating enterprises related to marketing, alumni engagement and philanthropic outreach, is seeking an Executive Assistant & Office Manager.

The ASU Outreach Hub is a suite of services in support of ASU academic units and operating enterprises related to marketing, partnerships, alumni engagement and philanthropic outreach. The Executive Assistant & Office Manager provides dedicated professional and administrative support to three leaders (VP Strategic Insights and Planning, VP Office of Partner Success and SVP of Marketing for ASU Online) and requires broad and comprehensive experience, skill and knowledge of organizational policies and procedures. This position routinely interacts with individuals at all levels of ASU Enterprise Partners and the University, including executive leadership. This position requires some analysis and use of initiative and independent judgment with frequent access to confidential and highly complex information.

What you'll do:
  • Provide administrative and clerical support to the Senior Vice President Marketing ASU Online (ASUO), the Vice President Partner Success (OPS), the Vice President Strategic Planning and Insights (SIP), and their teams
  • Schedule conference calls and/or management meetings, coordinate logistics, and prepare for and support these meetings as required
  • Process expense reports, monitor budgets, and assist in ensuring budget guidelines are met
  • In preparation of annual budget creation, work with the financial planning team, the leadership team and administrative support staff throughout Enterprise Partners to analyze, input and prepare budgets for review and approval of SIP, OPS and ASUO  leadership
  • Reconcile monthly invoicing from media agency before approval
  • Prepare presentations, project task lists, reports, or other documents from rough draft or notes
  • Input information into the project and ticket tracking systems as requested
  • Maintain an orderly filing system, primarily electronic files
  • Prioritize workload to meet work unit operations
  • Prioritize and arrange meetings, conferences and appointments; make necessary travel reservations and itineraries; determine and prepare background materials
  • Exercise excellent judgment and professional demeanor at all times
  • Promote a culture of inclusivity and collaboration, including planning and execution of team-building events and learning experiences
  • Communicate as needed with ASU and ASU Enterprise Partners leadership and their assistants
  • Pro-actively identify needs, analyze problems and make recommendations
  • Interact and communicate professionally and clearly with individuals at all levels of the organization
  • Provide advanced planning and compile materials needed to support complex and highly varied internal and external executive-level appointments
  • Accountability for onboarding new members of the SIP, OPS and ASUO teams
  • Accountable for student onboarding, work schedules, time-tracking, and office planning
  • Assist leaders by following up on their tasks and project deliverables, as requested
  • Other duties as assigned
What you'll need:
  • Collaborative style, combined with the ability and desire to work in a team-based environment 
  • Ability to maintain a high degree of confidentiality and responsibility regarding information related to Enterprise Partners, its subsidiaries and University business and confidential prospect information
  • Strong and collegial interpersonal skills and an ability to communicate effectively in person, in writing, and by phone
  • Ability to work both independently and as part of a team
  • Problem solver who can take initiative and set priorities while being flexible 
  • Team-oriented strategist able to effectively manage complex situations involving numerous and sometimes competing constituencies
  • Ability to represent the institution well
  • Attention to detail and thoroughness in completing assigned duties
  • Highly organized and able to handle multiple projects
  • Adept at navigating complex environments with evolving priorities and communication plans
  • Skill in computer software (Microsoft Office, database, accounting, HRIS)

Relevant qualifications:

Bachelor's degree or five years of high-level administrative experience supporting executives.

Mental demands:

Clarity of focus while juggling projects and/or deadlines.

Working conditions:

Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work. Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds. Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts. May be required to perform tasks in the field within and/or across University campuses. Ability to clearly communicate verbally, read, write, see and hear to perform essential functions. This position may require some early mornings and evenings to accommodate meetings and events. This position currently requires you to work from the office Tuesdays, Wednesdays and Thursdays with Monday and Friday optional remote days.

ASUEP follows federal guidance which requires employees of federal contractors to be fully vaccinated for COVID-19, except in limited circumstances in which an employee is legally entitled to an accommodation for medical or religious reasons.

Working equipment:

This position will require a Surface/laptop computer, desk telephone, and mobile communication device ($30 bi-weekly payroll reimbursement).

Contact us today.

For more information on ASU Enterprise Partners, visit our web site at www.asuenterprisepartners.org.

ASU Enterprise Partners and its subsidiaries is an equal opportunity employer that is firmly committed to promoting justice, equity, diversity and inclusion within our organization and throughout our sphere of influence. Because we embrace a spirit of innovation and achievement, we will endeavor to maximize the talent and potential of all employees, directors, and volunteers through bold and strategic action aimed at building success and a sense of belonging. All employees are expected to act in good faith to support these actions and to not impede the efforts of others to build a just, equitable, diverse and inclusive organization.

ASU Enterprise Partners is an Equal Opportunity Employer

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