Executive Administrative Support Specialist

Executive Administrative Support Specialist Location Tempe, AZ :

Department Statement:

The Sun Devil Athletics (SDA) programs are elite, high profile Division I programs. By definition, Division I programs are the "best of the best" and the ladder by which athletes ascend to the world of professional sports and international competitions, such as the Olympics and World Cup. Moreover, Arizona State University and SDA compete in the Big 12 conference.

The vision of SDA is to be a comprehensive perennial top ten NCAA Division I athletics program that empowers Sun Devils to maximize human potential and make a positive impact on our university, community and the world.

The mission of SDA is to provide opportunities for student-athletes to achieve at the highest levels of both academic and athletic excellence, thereby providing them with opportunities for personal growth, offering a unifying force to the campus community, and creating a source of pride among and support from the external constituencies of the university. SDA promotes identity, inclusion and expression to build a strong Sun Devil Community reflective of ASU's charter.

SDA affirms ASU's commitment to equal employment and is fully committed to the principles of student-athlete welfare, competing with integrity, gender equity and inclusion, and sportsmanship. This commitment includes creating an environment where student-athletes contribute to a winning tradition while enhancing the campus and local community and competing in a program having integrity and high ethical standards. SDA is committed to a leadership role within the university, community, the conference, and the nation.

Apply before 11:59 PM Arizona time the day before the posted End Date.

Job Profile:

Administrative Support Specialist 1

Job Family:

Administrative Support

Time Type:

Full time

Max Pay - Depends on experience:

$75,000.00 USD Annual

:

Provides direct, high-level administrative and operational support to the Athletic Director and Deputy Athletic Director within Sun Devil Athletics at Arizona State University. Manages a fast-paced environment requiring excellent judgment, multitasking, and prioritization. Responsible for scheduling, meeting preparation and execution, travel planning and reconciliation, and logistical coordination across various functions and departments. Oversees digital and physical file management systems and ensures efficient administrative workflows to support executive-level leadership. Adheres to NCAA and Big 12 rules and regulations, as well as the policies and procedures of the department, the university, and the Arizona Board of Regents.

Salary Range : $60k-$75k;DOE

Essential Duties:

• Maintains complex executive calendars and proactively manages time commitments, priorities, and meeting schedules.

• Coordinates or assists in coordinating events, including arranging equipment and catering, sending invitations and managing RSVPs.

• Prepares meeting materials, briefings, and ensures follow-up items are documented and tracked.

• Coordinates and supports logistics for meetings including room reservations, technology setup (e.g., Zoom, Teams), catering orders, and on-site event assistance.

• Arranges domestic and international travel; handles itinerary planning, booking, and expense reconciliation.

• Oversees digital document routing and storage systems including Adobe Acrobat workflows and digital file archiving.

• Monitors and manages competing priorities and tasks in a high-pressure, fast-paced environment with frequent changes.

• Communicates and coordinates across departments, vendors, and external partners on behalf of the Athletic Director and Deputy Athletic Director.

• Exercises discretion and sound judgment in handling confidential information and sensitive matters.

• Serves as a liaison to various departments within Sun Devil Athletics and the broader ASU community.

• Supports administrative elements of budget tracking and operational processes as needed.

• Performs all other duties as assigned.

Minimum Qualifications:

Bachelor's degree in business or a field pertinent to work unit AND four (4) years of directly related administrative experience; OR eight (8) years of directly related administrative experience; OR any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications:

• Experience supporting executive-level administrators.

• Demonstrated expertise in travel planning, reconciliation, and event coordination.

• Proficiency in Microsoft Office Suite, Adobe Acrobat, Zoom/Teams, and digital filing systems.

• Knowledge of administrative principles and practices.

• Knowledge of handling confidential, proprietary, and privileged documents and information.

• Knowledge of university policies and procedures.

• Skill in clear and effective communication, both verbal and written.

• Demonstrated tact, diplomacy, and ability to maintain effective working relationships.

• Strong organizational skills, flexibility, and ability to anticipate potential problems and proactively develop solutions.

• Ability to manage multiple high-priority activities with follow-through and attention to detail.

• Maintains executive presence, professionalism, and sound judgment under pressure.

• Experience working in collegiate athletics or a similarly high-profile, high-volume environment is preferred.

Working Environment:

Activities are primarily performed in a standard office setting.

Minimum Qualifications:

Associate's degree and one (1) year 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.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.