Executive Assistant chez Arizona State University

Job Profile:

Administrative Support Specialist 1

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$75,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Associate's degree and one (1) year of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Provides routine administrative and programmatic support to leadership .

Job Description:

Position Salary Range: $61,800 - $75,000 per year; DOE

Job Description:

The McCain Institute is a nonpartisan organization inspired by Senator John McCain and his family’s dedication to public service. We are part of Arizona State University and based in Washington, D.C. Our programs defend democracy, advance human rights, and empower character-driven leaders. Our unique power to convene leaders across the global political spectrum enables us to make a real impact on the world’s most pressing challenges. Our goal is action, not talk, and like Senator McCain, we are fighting to create a free, safe, and just world for all.

The McCain Institute seeks a full-time Executive Assistant to support the executive director. The Executive Assistant will be responsible for the management and coordination of the executive director’s daily schedule and duties, including managing her calendar, commitments and travel arrangements.

Under the supervision and direction of the executive director, this position provides administrative and project support to advance the priorities and initiatives of the executive director and the McCain Institute at Arizona State University.

This position is based in Washington, DC. And eligible for hybrid work schedule.

Essential Duties:

• Calendar & Schedule Management: Efficiently coordinate meetings, appointments, and travel arrangements, ensuring seamless time management for the Executive Director. Related duties also include:
  • Tracking administrative tasks and deadlines for the ED;
  • Managing follow-up for all engagements, including drafting thank you's where appropriate.
• Executive Travel Coordination: Plan and manage complex travel itineraries, including flights, accommodations, ground transportation, and contingency planning to ensure seamless travel experiences.
• Problem-Solving & Decision Support: Anticipate challenges, provide proactive solutions, and support executive decision-making. Related duties include:
  • Proactive delegation, tracking, and follow-up of tasks that cross the ED’s desk that are not strategic priorities;
  • Strong advocacy for the ED’s interests across all internal and external avenues.
• Board Management: Manages the administrative components of tri-annual board meetings, which may include managing invitations, RSVPs, travel, and logistics, drafting and distributing agendas, and taking notes.
• Internal Systems & Records: 
  • Assist the Chief Operating Officer and Senior Director of Communications with the timely updating and management of executive team contacts in the Institute’s internal databases;
  • Maintain paper and electronic records and define procedures for their retention, protection, retrieval, archiving and disposal.
• Financial Management: Assume ownership for all administrative activities specifically related to the reconciliation of Executive Director expenses, working closely with McCain Institute and ASU financial professionals.
• Technology & Systems Support: Utilize advanced tools (Microsoft Office Suite, Asana - project management software, Workday, etc.) to optimize Executive Director time and productivity.

Desired Qualifications:

• Proven experience operating in a fast-paced professional environment focused on a broad portfolio of foreign-policy issues;

• Ability to demonstrate initiative and be a self-starter, while operating within broad guidance parameters;

• Ability to work flexible hours as occasionally required by time-sensitive projects, urgent deadlines and organizational events;

• Exceptional verbal and written communication skills; ability to engage with and brief colleagues and counterparts at all levels;

• Exceptional organizational skills and ability to prioritize and execute multiple tasks simultaneously; and

• Experience with project and event management.

Working Environment:

ASU is an inclusive enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market, as such the following options may be offered dependent on department needs: 

Department Statement:

Each year since 2016, ASU has been named the most innovative school in the nation, recognizing the university's culture of groundbreaking research and partnerships, as well as its commitment to helping students thrive in college and beyond. U.S. News and World Report has named ASU as the most innovative university all nine years the category has existed. 

ASU Knowledge Enterprise advances research, innovation, strategic partnerships, entrepreneurship, and international development. Our success arises from solutions-focused, interdisciplinary research; an entrepreneurial approach that is embedded in every school and department; and a commitment to transform society in a positive way. To learn more about how Knowledge Enterprise is a place for your career to grow, visit https://research.asu.edu/about-us/careers.  

  

At, McCain Institute, we are dedicated to building an authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team. 

  

Working at ASU has additional perks and OUTSTANDING benefits, which include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; ASU/UA/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to ASU recreation and cultural activities; and more. To estimate the value of your total compensation, please visit https://cfo.asu.edu/compensation-estimator. 

Driving Requirement:

Driving is not required for this position.

Location:

Off-Campus: Washington, D. C.

Funding:

No Federal Funding

Instructions to Apply:

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$14666.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

A fingerprint check is not required for this position. Postuler maintenant