Executive Assistant (Updated)

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.

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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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.

• 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.