Executive Assistant Job at University of Arizona in Tucson

Overview Join to apply for the Executive Assistant role at University of Arizona . 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. This role requires initiative, resourcefulness, creativity, and sound judgment to ensure the successful execution of high-impact research and engagement activities. Position Highlights 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. This role requires initiative, resourcefulness, creativity, and sound judgment to ensure the successful execution of high-impact research and engagement activities. Responsibilities Provide administrative support to Executive and Senior Directors to coordinate programs that advance external engagement and proposal development across campus. Apply critical thinking and decision-making skills to anticipate needs, resolve challenges, and recommend solutions in support of high-visibility initiatives. Track program action items, deadlines, and deliverables, ensuring accountability across multiple stakeholders. 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. Develop clear, professional communications (letters, memos, reports) for internal and external audiences on behalf of leadership. 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. Intake, triage, and recommend responses to inquiries, often requiring discretion and sound judgment. Process reimbursements, reconcile PCard transactions, and manage purchasing and office resources. Event & Engagement Coordination Organize and support events, meetings, and outreach activities for external sponsors and faculty. Ensure meeting logistics, technology setup (Zoom/AV), and agenda preparation are executed smoothly. 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. Track and report progress on program activities and deadlines. Respond to inquiries on ResDev email and/or incoming phone inquiries. Additional duties may be assigned. Knowledge, Skills & Abilities Excellent knowledge of office, research program/project management, and administrative procedures and policies, particularly using the Microsoft Office Suite. Excellent verbal and written communication. Proficient with Zoom, Teams, and other applications with experience supporting AV equipment. Skill in developing and maintaining good working relationships. Excellent interpersonal communication skills, including written and oral communication, with the ability to effectively communicate with external partners. Exceptional organizational skills: detail-oriented, able to prioritize strategically, and effectively juggle multiple projects simultaneously. Knowledge of basic accounting principles. Ability to problem-solve and make decisions. Ability to work independently as well as part of a team. Ability to deliver professional and effective customer service with all interactions. Familiar with UA travel and financial processes. In-depth knowledge of external collaboration including industry relations. Understanding of a high-intensity research institution and higher education administration. Minimum Qualifications Bachelor’s degree or equivalent advanced learning attained through experience required. 1 year of relevant work experience is required. Preferred Qualifications Prior experience working in a high-paced environment. FLSA Non-Exempt Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Administrative Benefits Eligible Yes - Full Benefits Rate of Pay $25.50 - $31.87 Calendar Hourly rate Grade 7 Compensation Guidance 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. Career Stream and Level PC1 Job Family Administrative Support Job Function Administrative Type of criminal background check required Name-based criminal background check (non-security sensitive) Number of Vacancies 1 Open Date 9/8/2025 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter #J-18808-Ljbffr