Job Profile:

Administrative Support Specialist 4

Job Family:

Administrative Support

Time Type:

Full time

Max Pay – Depends on experience:

$90,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and seven (7) years 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.

Job Profile Summary:
Provides complex administrative and programmatic support to leadership on specialized topics.

Job Description:

The Herberger Institute for Design and the Arts seeks a highly experienced Executive Assistant to provide strategic, proactive support to the Dean as well as the Executive Director for Institute Effectiveness. This role is ideal for a seasoned executive assistant who thrives in a fast-paced, complex environment and exercises strong judgment, discretion, and autonomy.

The Executive Assistant serves as a trusted partner to the Dean, managing complex scheduling, communications, meeting preparation, and operational workflows while anticipating needs and ensuring the Dean’s time and attention are aligned with institutional priorities. This position interacts regularly with senior university leadership, faculty, staff, students, donors, and external partners.

Position Salary Range:

$85,700 - $90,000; depends on experience within posted range.

Essential Duties:

Executive & Calendar Management

• Manage a highly complex calendar with back-to-back meetings, built-in recovery time, work blocks, and travel considerations.

• Schedule meetings across campus and via Zoom, prioritizing VIPs and senior leadership while resolving conflicts diplomatically.

• Proactively scan the calendar months in advance to support long-range planning and recurring decision cycles.

• Manage office hours, including waitlists, scheduling adjustments, and coordination with Student Success for appropriate triage.

• Meeting & Agenda Coordination

• Prepare and organize materials for meetings, presentations, leadership forums, and the Dean’s Think Tank.

• Maintain structured Google Drive folders and notes that capture original requests, deadlines, meeting duration, and prep materials.

• Track agendas and action items for leadership and School Director meetings, supporting a rhythm of preview, discussion, and decision-making.

• Coordinate huddles, confirm attendees, manage timing, and maintain summary notes for institutional record keeping.

Communication & Email Triage

• Manage the Dean’s inbox, prioritizing and flagging communications from senior leadership, donors, and VIP stakeholders.

• Independently process and file routine documents (e.g., Adobe Sign agreements for guest artists).

• Reduce email volume through thoughtful use of tools such as Keep and Outlook filters, while ensuring critical information is surfaced promptly.

Operational & Stakeholder Support

• Serve as a primary point of contact for internal and external stakeholders, exercising discretion and sound judgment.

• Coordinate logistics for events and meetings, including room reservations, Zoom links, and refreshments.

• Communicate clearly and professionally on behalf of the Dean, redirecting requests as appropriate.

Desired Qualifications:

• Experience in using judgment, creativity, emotional intelligence, and working at a high level of proficiency.

• Experience working in a higher education environment.

• Experience providing executive support to a senior leader, CEO/COO, Dean or higher.

• Experience in demonstrating tact and diplomacy and in maintaining effective working relationships.

• Experience in quickly changing priorities which may include and/or are subject to resolutions of conflicts.

• Demonstrated knowledge of administrative principles and practices.

• Demonstrated knowledge of handling confidential, proprietary and privileged documents and information.

• Demonstrated ability to learn University policies and procedures.

• Demonstrated knowledge of accounting and budgeting procedures and techniques.

• Experience in planning, analyzing and coordinating activities and establishing priorities.

• Evidence of effective communication.

• Experience in dealing with a wide range of topics, including confidential and sensitive information.

• Experience in tact and diplomacy and in maintaining effective working relationships.

• Experience in problem solving and decision making; evidence of organizational skills and flexibility; and proactively anticipating requirements and potential problems.

• Experience in managing multiple high-priority activities requiring considerable coordination and follow through to meet requirements.

• Experience in maintaining an executive presence, maturity and use sound judgment.

• Advanced proficiency with Google Workspace (Docs, Sheets, Slides, Drive, Calendar) and Microsoft Office products (Outlook, Word, Excel, PowerPoint), including complex document formatting, data analysis, reporting, and collaborative workflows.

• Demonstrated ability to leverage advanced features (e.g., formulas, pivot tables, version control, shared permissions, and presentation design) to support high-volume, detail-oriented administrative or business operations.

Working Environment:

• This position is located on the ASU Tempe campus.

• In-person schedule, Monday through Friday.

• Occasional after hours events.

• Activities are performed in an environmentally-controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse.

• Regular use of standard office equipment including, but not limited to computer workstation/laptop (keyboard, monitor, mouse), printer, fax, copier, and telephone.

Department Statement:

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we’re designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/
 

Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid

• Comprehensive package of affordable benefit plans and programs

• Access to world-class educational opportunities at deeply discounted rates

• ASU's total compensation estimator shows the approximate value of your overall compensation 

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options 

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.

• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

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$17796.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 inclusive excellence, 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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

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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.