Job Details Please note: all position postings close at 12:00 A.M. CST on the position closing date Project Program Specialist Working Title Executive Assistant to the President Position # A00857 Department Office of the President Apply Now (https://phe.tbe.taleo.net/phe02/ats/careers/v2/applyRequisition?org=ARKASTAT2&cws=40&rid=35196) Employment Status: Full time (29-40 Hrs) Type of Employment: Staff # of openings: 1 Location: ASU - Little Rock Proposed Salary Range: Commensurate with Experience Closing: 1/25/25 Please note: All postings close at 12 A.M. CST on the closing date. A-State participates in E-Verify. Position Summary: The Executive Assistant to the President provides professional executive administrative support in the daily functions of the Office of the President and the activities of the President. Responsibilities include facilitating the President's work, handling confidential matters with discretion, and acting as an administrative liaison between the President and various stakeholders such as direct reports, staff, students, members of the ASU System Board of Trustees, government officials, donors, external partners, and community members. This position requires independent decision-making, sensitivity to protocol, and familiarity with higher education procedures. The Executive Assistant serves as the face of the Office of the President and works closely with the ASU System Chief of Staff to ensure effective task management and communication related to supporting the President. Duties & Responsibilities: POSITION LOCATED IN LITTLE ROCK, ARKANSAS Key Responsibilities: + Scheduling: Manage all aspects of the President’s schedule (daily, short-term, and long-term) and coordinate elements of the President’s travel. + Communication: Handle constituent communication on behalf of the President and support coordinating activities of the Executive Leadership Team (ELT), Chancellors, ASU System Board of Trustees, and other groups as directed. + Meeting Support: Attend ELT, ASU System Board of Trustees, and other meetings with the President to assist with operational tasks, track program updates, and document decision points. + Budget Management: Oversee purchasing, travel, and supply budgets related to the President's activities. + Agenda Preparation: Provide support in developing meeting agendas as part of time management planning. + Confidentiality: Handle sensitive information with discretion and maintain strict confidentiality in all matters. + Other Duties: Perform other duties as assigned by the ASU System President to support the office's activities and success Job Responsibilities: Presidential Scheduling: + Manage the President’s complex schedule, including meetings, speaking engagements (nationwide), events, and conferences + Interface with a broad range of constituents, including Chancellors, ASU System Vice Presidents, ASU System Board of Trustees members, government officials, community leaders, donors, alumni, faculty, staff, parents, and students + Assist the President with administrative duties related to state, regional, and national boards and committees Correspondence Management: + Draft, proofread, and manage correspondence for the President + Screen and prioritize mail, process confidential materials, and redirect as needed + Track deadlines to ensure timely completion and manage documents requiring the President’s signature Travel & Budget Coordination: + Organize all travel arrangements (domestic and international) for the President and process related expense statements + Maintain and reconcile budgets associated with the President's activities Office Operations: + Contribute to the President’s strategic objectives by ensuring correct support operations + Be present in the office during working hours aligned with the President’s schedule, including occasional holidays or on-call availability as needed Confidentiality: + Handle privileged and sensitive information with discretion, ensuring no unauthorized disclosure Supervision: + Supervise and provide guidance to office staff Other Duties: + Perform additional tasks as assigned in service to the President's goals and activities. Knowledge/Skills/Abilities: Ability to prioritize and complete multiple tasks accurately and on time. Outstanding planning, interpersonal, and organizational skills. Proficient in computer and task management skills Strong proofreading skills and attention to detail. General Days/Hours: Monday - Friday 8:00 AM to 5:00 PM Including occasional holidays or on-call availability as needed. Other: Please note: all position postings close at 12:00 A.M. CST on the position closing date . Preferred Qualifications: - An earned Bachelor's Degree in Business, Communication, or a related field from an accredited institution. - Significant administrative experience in a higher education setting. - Experience working with senior administrators, donors, executives, or government officials. Minimum Qualifications: An earned High School Diploma or equivalent. At least five (5) years of experience supporting a senior executive or team. Advanced proficiency in Microsoft 365 (Word, Excel, MS Teams, Outlook, OneDrive, and PowerPoint). Strong organizational skills with the ability to manage multiple tasks and maintain attention to detail. Excellent interpersonal skills and the ability to build relationships with key stakeholders. Proficiency in written and verbal communication. Proven ability to handle confidential information with discretion and provide exceptional customer service. E-Verify Participation Notice: https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify\_Participation\_Poster\_ES.pdf E-Verify Right to Work: https://www.e-verify.gov/sites/default/files/everify/posters/IER\_RightToWorkPoster%20Eng\_Es.pdf