Executive Assistant (Updated)

Executive Assistant (Updated)

Posting Number
req25786

Department
Nat. Am. Adv & Trbl Engmnt

Department Website Link

Location
Tucson Campus

Address
Tucson, AZ USA

Position Highlights

The Executive Assistant position provides high level administrative and operational support to the Executive Director of NAATE, including calendar coordination, meeting logistics, travel arrangements, and procurement activities. The role will also be responsible for conference and event registrations, event logistics, facilities requests, ordering supplies, purchase requests, surplus, etc. This position will need extensive knowledge of the University and be able to communicate with internal and external campus partners. The position requires strong organizational skills, independent judgment, and the ability to manage multiple priorities in a fast paced setting.

Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Duties & Responsibilities

Administrative Support to the Special Advisor

• Manage calendar for Special Advisor including U of A meetings/Tribal Leaders' meetings and out of office monthly report to Provost Office.
• Maintain updated bio-sketch for Special Advisor.
• Communicate and coordinate with internal and external campus partners as primary point of contact for department.
• Arrange travel arrangements for Special Advisor including hotels and flights.
• Support NAATE initiatives including tribal flags, sign unveilings, speaker series, Native American Heritage Month Activities.
• Support Athletics Department initiatives.
• Serve on committees and assists with complex administrative processes and resolve issues independently using extensive knowledge of departmental policies and procedures.
• Draft and prepare press releases and media advisory.
• Will need extensive knowledge of the University.

Administrative Office Support

• Manage and complete room scheduling for meetings and events.
• Manage and complete U of A permits for policy related activities including ceremonies/blessings, use of event space on U of A Mall, the need for police department and/or secret service.
• Reserve hotel rooms for NAATE guests including tribal leader visits, NAATE speaker series, candidate on campus interviews.
• Coordinate and submit all maintenance/repair requests.
• Coordinate and submit all surplus equipment requests (UAccess/Buyways).
• Assist with departmental purchasing, supply ordering, and general procurement functions in alignment with university guidelines including special purchase requests including business cards, miscellaneous items for Tribes.

Event Logistics

• Organize and coordinate departmental events including conferences and event registrations.
• Manage and complete agendas and itineraries.
• Manage and complete parking and transportation permit requests including gate access, large vehicle parking spaces.
• Assist with event outreach communications.
• Organize and coordinate catering orders including collaborating with SUMC and outside food vendors.
• Manage and complete any outstanding items on upcoming events.
• Complete acknowledgements and thank you notes.

Procurement, Travel & P-Card Administration

• Arrange and coordinate travel arrangements for other staff members and invited guests including booking, preparing reimbursement documentation and tracking travel related information.
• Reconcile and manage p-card transactions and work with staff on discrepancies.
• Ensure accuracy and compliance in all travel and purchasing transactions.

Knowledge, Skills, and Abilities:

• Extensive knowledge of the University policies, procedures and systems.
• Skills and familiarity with travel coordination, purchasing processes, and university administrative systems.
• Knowledge and understanding of event and meeting logistics.
• Strong organizational and timemanagement skills.
• Excellent attention to detail and accuracy.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint).
• Skilled in managing calendars and coordinating complex schedules.
• Strong written and verbal communication skills.
• Ability to exercise independent judgment, prioritize competing tasks, and manage deadlines.
• Ability to handle confidential and sensitive information with discretion.
• Ability to interact professionally with internal and external stakeholders.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience.

Preferred Qualifications

FLSA
Non-Exempt

Full Time/Part Time
Full Time

Number of Hours Worked per Week
40

Job FTE
1.0

Work Calendar
Fiscal

Job Category
Organizational Administration

Benefits Eligible
Yes - Full Benefits

Rate of Pay
$20.33-$25.41

Compensation Type
hourly rate

Grade
5

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.


The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level
OC3

Job Family
Administrative Support

Job Function
Organizational Administration

Type of criminal background check required:
Name-based criminal background check (non-security sensitive)

Number of Vacancies
1

Target Hire Date

Expected End Date

Contact Information for Candidates
Levi Esquerra | View email address on click.appcast.io

Open Date
5/13/2026

Open Until Filled
Yes

Documents Needed to Apply
Resume and Cover Letter

Special Instructions to Applicant

Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Campus Safety 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 View email address on click.appcast.io.