Executive Assistant

The Executive Assistant to the Vice President, Chief Safety Officer, under the Office of the Secretary of the University plays a vital role in supporting the Vice President, Chief Safety Officer and providing high- level administrative support. This position regularly interacts with a wide variety of senior-level constituents across the division and the University, thus requiring considerable use of professional acumen, discretion, and tact.

A successful candidate will demonstrate a proactive approach to assigned tasks and possess strong attention to detail. They should be a highly professional individual capable of effectively managing a wide range of responsibilities while upholding the utmost standards of confidentiality and professionalism.

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; state and optional retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs.

Administrative Support:

• Proactively anticipates the needs of the VP, maintaining the highest level of confidentiality throughout all interactions
• Vet emails and alert VP to immediate deadlines and commitments
• Attend meetings as designated by supervisor and actively engage in capturing detailed notes, producing accurate minutes, agendas, correspondence, and supporting materials for dissemination
• Takes charge of the organization and coordination of various aspects related to the VP's day to day
• Organize all aspects of high-level candidate visits.
• Maintains strong professional relationships to ensure seamless coordination and representation of the VP's interests and priorities.
• Review and resolve typical administrative/operational problems or situations impacting OPSD, within scope of position
• Organize ongoing individual, group, and office-wide staff development, team-building, and recognition opportunities.
• Track and update outlook contacts to ensure information is accurate and recent.

Calendaring & Meeting Management:

• Manages and maintains VP's complex calendar, exercising sound judgment to prioritize tasks and commitments effectively
• Manages coordination of meetings to include scheduling, location arrangements, catering, and preparation of supporting materials
• May compile and prepare information for use in documents such as memos, letters, reports, and presentations
• Organize meetings, retreats and other special events (scheduling, location, food, and gather supporting materials

Travel Coordination & Record keeping:

• Coordinates pre- and post travel arrangements, itineraries, and tracks all necessary modifications to ensure smooth travel for VP
• May prepare and submit various financial documents on behalf of VP including travel authorizations and reimbursements, purchasing card documents, supply orders, and expense reimbursements.
• Maintains records of projects and assigned tasks ensuring their accuracy, timeliness, and appropriate archiving when needed.

• Bachelor's degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience required.

OR

• Equivalent combination of education and work experience.