Executive Assistant - University of Arizona : Job Details

Executive Assistant Posting Number req23784 Department Steward Observatory Department Website Link Astronomy & Steward Observatory Location Main Campus Address Tucson, AZ USA Position Highlights This position has a dual role of supporting the Directors of Space Telescope Programs (STP), the STP Principle Investigator, and monitoring front office operations. This position may include collaboration with front desk and student workers in support of the STP Director's Office. 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! 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. Duties & Responsibilities Director Support:

• Work closely with the Director and other senior staff to ensure meeting time is being used efficiently to move initiatives forward.
• Mange the Director's calendars.
• Managing Director's travel arrangements and expenditures. Work with the department finance team to ensure receipts and other documentation are submitted timely and accurately.
• Compose, edit, and review letters, memos, reports and correspondence to senior leadership or others, on behalf of the Director.
• Provide guidance on processes, ensure timely completion, and recommend improvements for efficiency.

Communication:

• Primary point of contact for stakeholders addressing complex inquires.
• Closely monitor commitments to external and internal stakeholders, events, and other activities.
• Coordinate communication triage, ensuring information is provided accurately and/or directed to the correct person.
• Regularly communicate with senior leaders, deans, and internal/external stakeholders to ensure efficiency in meeting requirements and intent.
• Organize and coordinate project events.

Front Desk:

• Coordinate front office, to include appropriate staffing levels, professional presentation, and efficient operations.
• Ensure appropriate documentation for front office processes and procedures is developed and maintained.
• Represent front office administration and the Director's Office as a member of STP and Steward Observatories manager's group.

Meetings:

• Set up Zoom/Teams meetings, facilitate other technology and audio-visual aids.
• Create agendas for leadership meetings.
• Anticipate and prepare background materials as needed in collaboration with others.
• Ensure that calendar activities are associated with appropriate reference materials and other resources for efficient preparation and use during meetings and with relevant stakeholders.
• Make necessary travel reservations and itineraries for visitors/candidates.

Knowledge, Skills, and Abilities:

• Knowledge of administrative principles and practices.
• Skill in planning, analyzing and coordinating activities, and establishing priorities.
• Proven ability to exercise discretion in working with highly confidential and sensitive matters.
• Excellent communication skills and ability to work with a wide range of people at all levels of the organization.
• Strong organizational, analytical, and problem-solving abilities, including high degree of attention to detail.
• Proficient in Microsoft Office software.
• Skill in formatting and executing clear and effective correspondence, including letters, emails, and memos.
• Knowledge of and skill in working with UArizona systems.
• Strong time-management and organizational skills.
• Scheduling and event planning.
• Intermediate or advanced skills in Zoom and Teams.

Minimum Qualifications

• High school diploma or high school diploma equivalency is required.
• Minimum of 5 years of relevant experience, or equivalent combination of education and work experience
• Ability to drive according to the University Fleet Safety Policy.

Preferred QualificationsFLSA Non-Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1 Work Calendar Fiscal Job Category Organizational Administration Benefits Eligible Yes - Full Benefits Rate of Pay $20.33 - $25.41 Compensation Type hourly rate Grade 5 Compensation Guidance The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator. Career Stream and Level OC3 Job Family Administrative Support Job Function Organizational Administration Type of criminal background check required: Name-based criminal background check (non-security sensitive) Number of Vacancies 1 Target Hire Date 9/15/2025 Expected End DateContact Information for Candidates Catherine Merrill [email protected] Open Date 8/28/2025 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to ApplicantNotice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures. Paper copies of the Reports can be obtained by contacting the University Compliance Office at [email protected].