Executive Administrative Support Specialist

Executive Administrative Support Specialist

Arizona State University

Off-Campus: Washington, D. C.

JR101293

End Date: February 6, 2025

Apply before midnight Arizona time

Department Statement:

At McCain Institute, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly, we encourage you to apply anyway. We value your unique background and perspective, and you may be just the right candidate for this position or other roles on our team.

Max Pay – Depends on experience:

$85,000.00 USD Annual

Job Description:

Salary: Depends Upon Experience

The McCain Institute is a nonpartisan organization inspired by Senator John McCain and his family’s dedication to public service. We are part of Arizona State University and based in Washington, D.C. Our programs defend democracy, advance human rights, and empower character-driven leaders. Our unique power to convene leaders across the global political spectrum enables us to make a real impact on the world’s most pressing challenges. Our goal is action, not talk, and like Senator McCain, we are fighting to create a free, safe, and just world for all.

The McCain Institute seeks a full-time senior administrative assistant to support the Institute’s executive and operations teams, including the executive director, head of programs, and Chief Operating Officer. The senior administrative assistant will be primarily responsible for the management and coordination of the daily schedule and duties of the McCain Institute’s executives, including managing their calendars, commitments and travel arrangements.

This position provides administrative and project support to advance the priorities and initiatives of the executive and operations teams at the McCain Institute at Arizona State University.

This position is based in Washington, DC. and is eligible for hybrid work schedule.

Essential Duties:

• Responsible for the management and coordination of members of the executive management team’s calendar and administrative responsibilities related to the office of the executive director, including but not limited to: compiling, preparing, and managing material related to meetings, events and travel; coordinates and tracks follow-up; maintains files; and other administrative responsibilities as assigned.
• Responsible for the management, coordination and reconciliation of all aspects of the executive management team’s travel related to the McCain Institute business, including but not limited to the creation of travel arrangements, development of itinerary for travel and reconciliation of all expenses related to the travel.
• Assist with the management of executive team contacts in the Institute’s internal databases.
• Assists the HR Liaison and Office Manager with the Institute’s junior fellowship program which may include program advertising, student selection, program representation at Institute events, programming development, student onboarding, and support.
• Maintain paper and electronic records and define procedures for their retention, protection, retrieval, archiving and disposal.
• Conduct research on topics relevant to the work and initiatives of the heads of programs and operations.
• Provides administrative support specifically related to the reconciliation of monthly expenses.
• Assists with administrative preparation for tri-annual board meetings, which may include managing invitations, RSVPs and logistics, drafting and distributing agendas, and taking notes.
• As required, draft/edit summaries and reports on McCain Institute-related work.
• Other duties as assigned.

Desired Qualifications:

• Proven experience operating in a fast-paced professional environment.
• Ability to demonstrate initiative and be a self-starter, while operating within broad guidance parameters.
• Ability to work flexible hours as occasionally required by time-sensitive projects, urgent deadlines and organizational events.
• Demonstrated judgment, discretion, and ability to maintain confidentiality.
• Exceptional verbal and written communication skills; ability to engage with and brief colleagues and counterparts at all levels.
• Exceptional organizational skills and ability to prioritize and execute multiple tasks simultaneously.
• Exceptional attention to detail and proofreading skills required; and
• Experience with project and event management.

Working Environment:

• Climate-controlled office setting subject to extended periods of being in a stationary position.
• Constantly detects and operates a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
• Ability to clearly communicate and exchange accurate information to perform essential duties.
• Expected to be responsive to customers, engaged in work production, resourceful, flexible, and respectful of others.

Minimum Qualifications:

Associate's degree and one (1) year of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Instructions to Apply

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$1285.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position. Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

About Us

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About Arizona State University

Recognized by U.S. News & World Report as the country’s most innovative school, Arizona State University is where students and faculty work with NASA to develop, advance and lead innovations in space exploration.

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