Executive Assistant & Office Manager

Executive Assistant & Office Manager

ASU Enterprise Partners is an efficient network of highly skilled teams; it is comprised of a full complement of professional services that work in concert with specialized business units to provide full resources and extend Arizona State University’s ability to achieve its charter.   

The Executive Assistant & Office Manager provides professional and administrative support to assigned leaders within ASU Enterprise Partners (ASUEP) Strategic Insights & Analytics and requires broad and comprehensive experience, skill, and knowledge of organizational policies and procedures. This position routinely interacts with individuals at all levels of ASUEP and the University, including executive leadership. This position requires frequent use of initiative and independent judgment with frequent access to confidential and highly complex information. Additionally, this role requires some analysis and reporting

What you'll do:

• Provides administrative and clerical support to the Chief Data & Operations Officer, Associate Vice President of Technology & Solutions, and other senior members of their teams

• Schedules and coordinates meetings and related logistics, including setting up conference calls

• Prepares for and supports these meetings as required, including developing agendas, taking notes, summarizing and tracking action items, and monitoring progress on initiatives/projects

• Processes expense reports, monitors budgets, and assists in ensuring budget guidelines are met, including analysis and reporting

• Processes invoices and facilitates the contracting and SOW processes for business units

• In preparation of annual budget creation, works with the financial planning team, the leadership team, and administrative support staff throughout Enterprise Partners to analyze, input, and prepare budgets for review, and receives approval from leadership

• Prepares presentations, project task lists, reports, or other documents from rough draft or notes

• Inputs information into the project management and ticket tracking systems as required

• Maintains an orderly filing system, primarily electronic files

• Prioritizes workload to meet work unit operations

• Prioritizes and arranges meetings, conferences, and appointments; makes necessary travel reservations and itineraries; determines and prepares background materials

• Exercises excellent judgment and professional demeanor at all times

• Promotes a culture of inclusivity and collaboration, including planning and execution of team-building events and learning experiences

• Communicates as needed with ASU and ASU Enterprise Partners leadership and their assistants

• Pro-actively identifies needs, analyzes problems, and makes recommendations

• Interacts and communicates professionally and clearly with individuals at all levels of the organization, acting with a high level of integrity and confidentiality

• Provides advanced planning and compiles materials needed to support complex and highly varied internal and external executive-level appointments and initiatives

• Accountability for onboarding new members of the team

• Accountable for student onboarding, work schedules, time-tracking, and office planning

• Assists leadership by following up on their tasks and project deliverables, as required

• Other duties as assigned

What you'll need:

• Demonstrated ability to maintain a positive attitude while working in a fast-paced environment

• Interest in data and technology, comfortable learning and using new applications to perform work

• Familiarity and comfort with different project management methodologies, including waterfall and agile

• Dynamic, 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 with a customer-first orientation

• Strong communication skills; able 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 remaining positive and flexible

• Team-oriented strategist able to effectively manage complex situations involving numerous and sometimes competing constituencies

• Ability to represent the institution well by demonstrating ASUEP’s core values: We Serve, We Innovate, We Engage, We Care.

• An advocate’s belief in the vision of ASU as the New American University

• Highly focused on 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

Relevant qualifications:

• Bachelor’s degree OR

• Five (5) years of high-level administrative experience supporting executives

ASU Enterprise Partners is an Equal Opportunity Employer