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!

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• 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
• Coordinate the welcoming and
  support of high-profile visitors, ensuring appropriate protocol, and
  confidentiality standards are upheld
• Uphold confidentiality in all
  communications and interactions
• Sort and reply to general office
  emails, voicemails, and public inquiries to the appropriate staff, bringing
  urgent issues to senior team members
• May provide support to various
  senior executives within the President's Office, as needed, in alignment with
  evolving priorities and institutional initiatives
• Coordinate the scheduling and use
  of multiple conference rooms to support meetings and events involving
  university leadership and guests
• Maintain 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
• Answer and route incoming calls
  with appropriate discretion and efficiency
• Assist in scheduling meetings and
  resolving minor technical issues in coordination with campus partners, for
  minimal disruption to executive operations
• Support the Senior Director of
  Business Administration & Finance with financial processes, including
  submitting payments, tracking expenditures, and reconciling p-card activity
• Prepare for high-level meetings
  by coordinating room setup, technology support, printed materials, and
  refreshments when appropriate
• May provide logistical support
  for executive events and internal planning sessions with high level of
  attention to detail
• Participate in annual inventory
  audits and assist with surplus documentation and transfers to maintain
  compliance and accurate asset tracking
• Route mail, faxes, and deliveries
  to reach the intended recipients
• Submit service requests and
  follow up with facilities or IT staff to ensure timely resolution of routine
  maintenance needs
• Track office supply inventory and
  place orders as needed to maintain consistent availability
• Coordinate basic repairs of
  office equipment and vehicles (such as golf carts)
• Provide day to day guidance and
  supervision to student employees
• Support onboarding and training
  of student employees to ensure consistency in front-office procedures and
  service standards

• High school diploma or high school diploma equivalency is required
• Minimum of 5 years of experience providing high level administrative support in an executive, academic, government, or similarly complex office environment
  
  

• 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 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?