Executive Administrative Support Specialist

94424BR

Campus: Tempe

Exec Administrative Support Sp

Job Description

 

Leonardo/ISAST at Arizona State University is seeking a highly organized and detail-oriented Executive Administrative Support Specialist to join our dynamic and fast-paced environment at the nexus of art, science, and technology. As the Executive Administrative Support Specialist, you will play a vital role in providing executive administrative support to our Executive Director and Chief Strategy Officer. You will have the opportunity to assist in scheduling, calendaring, and reserving spaces across ASU campuses, ensuring efficient coordination of their activities. Additionally, you will be responsible for handling expense reports, maintaining meticulous records of expenses and reimbursements, and working closely with our travel coordinator to arrange domestic and international travel, including coordinating hotels, flights, transportation and reimbursement. Flexibility in work arrangements, including remote work opportunities, is available.

In this role, you will also have the opportunity to contribute to our various communication efforts, such as updating our website and coordinating the sending of marketing emails to various internal and external units. Furthermore, your attention to detail will be critical in ensuring the accuracy and quality of our communications.

As an Executive Administrative Support Specialist at Leonardo/ISAST, you will be an integral part of our inclusive global network, where creativity and innovation thrive. Our mission is to foster transformation through the convergence of art, science, and technology, empowering individuals to address complex problems with creative solutions. We envision a future where creativity knows no bounds and endless possibilities await.

To succeed in this role, you should have experience that demonstrates your ability to handle administrative responsibilities effectively. Your exceptional organizational skills and proactive approach will enable you to manage multiple tasks simultaneously and autonomously. Maintaining confidentiality and handling sensitive information with discretion is essential.

The ideal candidate will be passionate about working in an international team focused on the arts, sciences, and technology. You will thrive in a fast-paced and collaborative environment, where adaptability and problem-solving skills are highly valued.

Join us at Leonardo-ASU, where your contributions will make a significant impact on our pursuit of a more vibrant, just, and regenerative world. 

Job Family

Clerical & Admin Support

Department Name

Sch Future of Innov in Society

Full-Time/Part-Time

Part-Time

VP Code

EXEC VP/PROVOST

Scope of Search

Open

Grant Funded Position

This is a grant funded position. Continuation is contingent on future grant funding.

Salary Range

$21.10 - $26.71 per hour: DOE

Close Date

12-September-2023

Category

02

Essential Duties

 

• Provide executive administrative support to the Executive Director and Chief Strategy Officer, including scheduling, calendaring, and coordinating activities.
• Manage and maintain meticulous records of expenses and reimbursements, handling expense reports efficiently.
• Collaborate with the travel coordinator to arrange domestic and international travel for executives, including hotels, flights, transportation, and reimbursement.
• Assist in updating the organization's website and coordinating the sending of marketing emails to internal and external units.
• Ensure accuracy and quality in communications by paying close attention to detail.
• Maintain confidentiality and handle sensitive information with discretion.
• Manage multiple tasks simultaneously and autonomously, utilizing exceptional organizational and proactive skills.
• Thrive in a fast-paced and collaborative environment, demonstrating adaptability and problem-solving skills.
• Contribute to the organization's mission of fostering transformation through the convergence of art, science, and technology, promoting creativity and innovation.

Minimum Qualifications

 

Bachelors degree in Business or 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 as an Executive Assistant.
• Experience in work that requires attention to detail.
• Experience working in an international think tank focused on the arts, sciences, and technology.

Working Environment

 

• Climate-controlled office setting subject to extended periods of being in a stationary position.  
• Constantly detects and operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.   
• Ability to clearly communicate and exchange accurate information to perform essential duties.  
• Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others. 

 

Department Statement

Leonardo is committed to creating safe, respectful, productive work relationships, culture and environment. We are aligned with Leonardo vision and values, our Code of Ethics, and our commitment to action for anti-racism, social justice, and human dignity. Every role on our team contributes to Leonardo’s positive impact, advancing what it can do to make the world a better place. We are a small organization with a global distributed team. We encourage a culture of support, agility, trust and transparency. Leonardo/ISAST is committed to practices of justice, equity, diversity and inclusion. Please refer to our anti-racist editorial policies and code of ethics. We encourage applicants from underrepresented communities of color, ability and LGTBQI, and value diverse lived and learned experience.

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 intellectual and cultural diversity, 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 https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report
In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

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.

Instructions to Apply

 

Application deadline is 3:00PM Arizona time on the date indicated.

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 & Cover Letter should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.