University of Arizona
Executive Office Assistant
The Office of the President at the University of Arizona is seeking a qualified professional to fill the important role of Executive Office Assistant. The Executive Office Assistant for the President's Office is a highly professional, well-versed individual who serves as the first point of contact for all visitors and inquiries directed to the Office of the President. This position requires a seasoned demeanor, exceptional communication skills, and a strong sense of discretion and diplomacy. The Executive Office Assistant manages front-line interactions with grace and efficiency, ensuring a welcoming and professional environment while supporting the office's daily operations. With a deep understanding of university protocol and executive-level expectations, this individual upholds the highest standards of service, confidentiality, and organizational representation. The Executive Office Assistant must exhibit the utmost level of professionalism and use strong interpersonal skills to build relationships with the senior leadership team, university and Tucson community, students and other guests. The Executive Office Assistant reports to the Sr. Director of Business Administration & Finance. This position will require in-person office availability. Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more! The duties and responsibilities of the Executive Office Assistant include: Greeting and welcoming contacts for the Office of the President, engaging with distinguished guests, senior leadership, faculty, and external partners with the highest level of professionalism and discretion Coordinating the welcoming and support of high-profile visitors, ensuring appropriate protocol, and confidentiality standards are upheld Upholding confidentiality in all communications and interactions Sorting and replying to general office emails, voicemails, and public inquiries to the appropriate staff, bringing urgent issues to senior team members Providing support to various senior executives within the President's Office, as needed, in alignment with evolving priorities and institutional initiatives Coordinating the scheduling and use of multiple conference rooms to support meetings and events involving university leadership and guests Maintaining a polished front office or reception area as the first point of contact for the university's executive office Responsible for opening and closing procedures Answering and routing incoming calls with appropriate discretion and efficiency Assisting in scheduling meetings and resolving minor technical issues in coordination with campus partners, for minimal disruption to executive operations Supporting the Senior Director of Business Administration & Finance with financial processes, including submitting payments, tracking expenditures, and reconciling p-card activity Preparing for high-level meetings by coordinating room setup, technology support, printed materials, and refreshments when appropriate Providing logistical support for executive events and internal planning sessions with a high level of attention to detail Participating in annual inventory audits and assisting with surplus documentation and transfers to maintain compliance and accurate asset tracking Routing mail, faxes, and deliveries to reach the intended recipients Submitting service requests and following up with facilities or IT staff to ensure timely resolution of routine maintenance needs Tracking office supply inventory and placing orders as needed to maintain consistent availability Coordinating basic repairs of office equipment and vehicles (such as golf carts) Providing day to day guidance and supervision to student employees Supporting onboarding and training of student employees to ensure consistency in front-office procedures and service standards Minimum qualifications for the position include: High school diploma or high school diploma equivalency is required Minimum of five years of experience providing high level administrative support in an executive, academic, government, or similarly complex office environment Preferred qualifications for the position include: Experience supporting senior executives in a complex organizational environment Experience with advanced calendar management and scheduling tools (e.g., Outlook, Google Calendar) Experience coordinating high level meetings Experience handling confidential information with professionalism and discretion The job is non-exempt, full-time, with 40 hours per week. The job category is Organizational Administration, and benefits are eligible for full benefits. The rate of pay is between $20.33 and $25.41 per hour. For more information about compensation, please review the Applicant Compensation Guide and the Total Rewards Calculator. The job is part of the OC3 career stream and level, within the Administrative Support job family and Organizational Administration job function. A name-based criminal background check is required for this position. There are one vacancy available, and the target hire date is September 1, 2025. Applications are open until filled. To apply, please submit a resume, cover letter, and one additional document. The front desk is often the first point of contact for students, faculty, visitors, and sometimes urgent or sensitive situations. For your writing sample, can you share an example of when you had to manage multiple visitors or calls at once while providing clear, helpful, and professional service? How did you prioritize and ensure everyone was assisted appropriately?
The Office of the President at the University of Arizona is seeking a qualified professional to fill the important role of Executive Office Assistant. The Executive Office Assistant for the President's Office is a highly professional, well-versed individual who serves as the first point of contact for all visitors and inquiries directed to the Office of the President. This position requires a seasoned demeanor, exceptional communication skills, and a strong sense of discretion and diplomacy. The Executive Office Assistant manages front-line interactions with grace and efficiency, ensuring a welcoming and professional environment while supporting the office's daily operations. With a deep understanding of university protocol and executive-level expectations, this individual upholds the highest standards of service, confidentiality, and organizational representation. The Executive Office Assistant must exhibit the utmost level of professionalism and use strong interpersonal skills to build relationships with the senior leadership team, university and Tucson community, students and other guests. The Executive Office Assistant reports to the Sr. Director of Business Administration & Finance. This position will require in-person office availability. Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more! The duties and responsibilities of the Executive Office Assistant include: Greeting and welcoming contacts for the Office of the President, engaging with distinguished guests, senior leadership, faculty, and external partners with the highest level of professionalism and discretion Coordinating the welcoming and support of high-profile visitors, ensuring appropriate protocol, and confidentiality standards are upheld Upholding confidentiality in all communications and interactions Sorting and replying to general office emails, voicemails, and public inquiries to the appropriate staff, bringing urgent issues to senior team members Providing support to various senior executives within the President's Office, as needed, in alignment with evolving priorities and institutional initiatives Coordinating the scheduling and use of multiple conference rooms to support meetings and events involving university leadership and guests Maintaining a polished front office or reception area as the first point of contact for the university's executive office Responsible for opening and closing procedures Answering and routing incoming calls with appropriate discretion and efficiency Assisting in scheduling meetings and resolving minor technical issues in coordination with campus partners, for minimal disruption to executive operations Supporting the Senior Director of Business Administration & Finance with financial processes, including submitting payments, tracking expenditures, and reconciling p-card activity Preparing for high-level meetings by coordinating room setup, technology support, printed materials, and refreshments when appropriate Providing logistical support for executive events and internal planning sessions with a high level of attention to detail Participating in annual inventory audits and assisting with surplus documentation and transfers to maintain compliance and accurate asset tracking Routing mail, faxes, and deliveries to reach the intended recipients Submitting service requests and following up with facilities or IT staff to ensure timely resolution of routine maintenance needs Tracking office supply inventory and placing orders as needed to maintain consistent availability Coordinating basic repairs of office equipment and vehicles (such as golf carts) Providing day to day guidance and supervision to student employees Supporting onboarding and training of student employees to ensure consistency in front-office procedures and service standards Minimum qualifications for the position include: High school diploma or high school diploma equivalency is required Minimum of five years of experience providing high level administrative support in an executive, academic, government, or similarly complex office environment Preferred qualifications for the position include: Experience supporting senior executives in a complex organizational environment Experience with advanced calendar management and scheduling tools (e.g., Outlook, Google Calendar) Experience coordinating high level meetings Experience handling confidential information with professionalism and discretion The job is non-exempt, full-time, with 40 hours per week. The job category is Organizational Administration, and benefits are eligible for full benefits. The rate of pay is between $20.33 and $25.41 per hour. For more information about compensation, please review the Applicant Compensation Guide and the Total Rewards Calculator. The job is part of the OC3 career stream and level, within the Administrative Support job family and Organizational Administration job function. A name-based criminal background check is required for this position. There are one vacancy available, and the target hire date is September 1, 2025. Applications are open until filled. To apply, please submit a resume, cover letter, and one additional document. The front desk is often the first point of contact for students, faculty, visitors, and sometimes urgent or sensitive situations. For your writing sample, can you share an example of when you had to manage multiple visitors or calls at once while providing clear, helpful, and professional service? How did you prioritize and ensure everyone was assisted appropriately?