Position Highlights

The Office of Research & Partnerships at the University of Arizona is in search of an Executive Associate. The Executive Associate will provide executive-level support to the executive suite of the division of Office of Research & Partnerships (ORP). This is a fast-paced and multi-tasked environment requiring the incumbent to perform with initiative, resourcefulness, and sound judgment. Responsibilities include tasks such as managing complex calendars, travel arrangements, drafting communications, preparing meeting documents, assisting with event/meeting organization and other general office duties as assigned. This position will report to the Administrative Strategy Professional IV.

To be successful in this role the incumbent must be professional, proactive, confidential, be able to communicate effectively and professionally with strong written and verbal communication skills, be able to prioritize and meet deadlines. The ability to work independently and be self-motivated is highly important to identify and address the needs of RII senior leadership.

Duties & Responsibilities

• Coordinate the preparation, review, and finalization of reports and presentations.
• Provide initial triage for situations, processes, and events, offering recommendations to enhance decision-making and operational efficiency.
• Organize and maintain calendars, scheduling meetings, appointments, and events with precision and attention to detail.
• Coordinate and prioritize meeting requests, ensuring alignment with time zones, regions, and international considerations.
• Ensure proper meeting platforms (e.g., Microsoft Teams, Zoom, in-person) are scheduled and accessible, assist with preparation for meetings and seamless participation.
• Proactively identify and resolve scheduling conflicts, providing timely reminders and preparation materials for all engagements.
• Strategically manage Senior Vice President and Vice President time; working closely with the SVP ORP Office Manager, and with the principals calendars and other staff to ensure meeting time is being used efficiently to move initiatives forward; closely monitoring commitments to external and internal stakeholders, events and other activities; managing travel arrangements and expenditures. Ensuring that SVP ORP and VP calendars activities are associated with appropriate reference materials and other resources for efficient preparation, and use during meetings and with relevant stakeholders.
• Processes PCard purchases, travel expense reports, reimbursements and reconciliation ensuring all documents are submitted in a timely fashion according to deadlines and process reimbursements.
• Assist in arrangement of domestic and international travel, including accommodations, transportation, and itineraries.
• Manage travel-related expenses, process reimbursements, and maintain accurate records.
• Ensure all travel arrangements are documented, and back-up plans are in place in case of changes.
• Engagement in the development or proofreading of letters, memos, reports and correspondence to senior leadership or others, on behalf of the SVP ORP. Coordinate communication triage. Create itineraries and agendas for various meetings.
• Regularly communicate with senior leaders, deans, direct reports, internal and external stakeholders to ensure efficiency in meeting SVP ORP requirements and intent.
• Manages technological needs such as Zoom, other technology and audio-visual aids; anticipates and prepares background materials as needed in collaboration with others for successful meeting experiences.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 year of relevant work experience, or equivalent combination of education and work experience.