University of Arizona is hiring: Executive Administrative Assistant Needed Immed

Executive Assistant Research Development Services Department Website Link The Office of Research Development Services (RDS) at the University of Arizona is seeking an Executive Assistant to provide essential support to program management and senior leadership in a highly collaborative, fast-paced environment. This position offers direct support to Executive and Senior Directors (M4 level) who lead industry partnerships and research development initiatives across campus. The successful candidate will play a critical role in supporting complex programs, facilitating communications, and serving as a liaison between leadership, faculty, and external sponsors. Responsibilities include tasks such as managing communications and programs with our external sponsors (including reaching out to professionals in industry, national labs, and with federal sponsors) for meeting support, including agenda development, preparation of meeting documents, assisting with event/meeting organization (largely for external partners and faculty), calendaring, and other duties as assigned. The ideal candidate will be excited to work in an environment focused on advancing transformative excellence in research across campus, with particular attention to our land-grant mission of service to the State of Arizona. The successful candidate will be proficient with Microsoft Office Suite, especially Outlook email and calendaring, Zoom, Doodle Poll or other similar applications, as well as demonstrating strong organizational skills and excellent verbal and written communication. The use of sound judgment and the ability to distinguish priorities are important as well as working well with minimal supervision and within a team. Outstanding UA benefits include health, dental, vision, and life insurance; paid vacation, sick leave, and holidays; For more information about working at the University of Arizona and relocations services, please click here . Provide administrative support to Executive and Senior Directors to coordinate programs that advance external engagement and proposal development across campus. Coordinate program operations, including scheduling, agenda development, and preparation of materials for meetings with industry, national labs, and federal sponsors. Serve as a primary point of contact between RDS leaders and external partners, building and maintaining strong professional relationships. Provide program data management support, including CRM updates, relational database maintenance, and tracking of sponsored research activities. Collaborate with leaders to evaluate priorities, balance competing deadlines, and ensure smooth execution of critical projects. Executive & Administrative Support: Provide high-level administrative support, including managing complex calendars, scheduling, and travel. Prepare and format correspondence, reports, and presentation materials. Process reimbursements, reconcile PCard transactions, and manage purchasing and office resources. Organize and support events, meetings, and outreach activities for external sponsors and faculty. Partner with the Operations Team to support faculty development opportunities and sponsor engagement activities. Systems & Data Management: Maintain departmental systems and tools, including AirTable, SmartSheet, and Teams. Respond to inquiries on ResDev email and/or incoming phone inquiries. Excellent knowledge of office, research program/project management, and administrative procedures and policies particularly using the Microsoft Office Suite. Proficient with Zoom, Teams, and other applications with experience supporting AV equipment. Exceptional organizational skills: detail-oriented, able to prioritize strategically, and effectively juggle multiple projects simultaneously. Ability to deliver professional and effective customer service with all interactions. Familiar with UA travel and financial processes. Understanding of a high-intensity research institution and higher education administration. Bachelor's degree or equivalent advanced learning attained through experience required. ~1 year of relevant work experience is required. Full Time/Part Time Full Time Organizational Administration hourly rate The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The university offers compensation growth opportunities within its career architecture. Administrative Support Organizational Administration Target Hire Date Documents Needed to Apply Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.