Executive Associate

Responsibilities

• Coordinate the preparation, review, and finalization of reports and presentations.
• Provide initial triage for situations, processes, and events, offering recommendations to enhance decision-making and operational efficiency.
• Organize and maintain calendars, scheduling meetings, appointments, and events with precision and attention to detail.
• Cook up and prioritize meeting requests, ensuring alignment with time zones, regions, and international considerations.
• Ensure proper meeting platforms (e.g., Microsoft Teams, Zoom, in-person) are scheduled and accessible, assist with preparation for meetings and seamless participation.
• Proactively identify and resolve scheduling conflicts, providing timely reminders and preparation materials for all engagements.
• Strategically manage Senior Vice President and Vice President time; working closely with the SVP ORP Office Manager, and with the principals calendars and other staff to ensure meeting time is being used efficiently to move initiatives forward; closely monitoring commitments to external and internal stakeholders, events and other activities; managing travel arrangements and expenditures.
• Processes PCard purchases, travel expense reports, reimbursements and reconciliation ensuring all documents are submitted in a timely fashion according to deadlines and process reimbursements.
• Afford assistance in arranging domestic and international travel, including accommodations, transportation, and itineraries.
• Manage travel-related expenses, process reimbursements, and maintain accurate records.
• Ensure all travel arrangements are documented, and back-up plans are in place in case of changes.
• Engage in the development or proofreading of letters, memos, reports and correspondence to senior leadership or others, on behalf of the SVP ORP.
• Cook up communication triage.
• Create itineraries and agendas for various meetings.
• Regularly communicate with senior leaders, deans, direct reports, internal and external stakeholders to ensure efficiency in meeting SVP ORP requirements and intent.
• Manage technological needs such as Zoom, other technology and audio-visual aids; anticipate and prepare background materials as needed in collaboration with others for successful meeting experiences.

Requirements

Minimum Qualifications:

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 year of relevant work experience, or equivalent combination of education and work experience.

Qualifications

Preferred Qualifications:

• FLSA 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
• Number of Vacancies 1
• Target Hire Date Expected End Date

Skills

The ideal candidate will be highly experienced in delivering either university or corporate leaders’ administrative requirements, will be an outstanding communicator, and will be excited to work in an environment focused on advancing transformative excellence in research across campus, with particular attention to our land-grant mission of service to the State of Arizona.

Benefits

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.