Administration Jobs in Phoenix, AZ

Administrative Support Specialist 3

Provides complex administrative and programmatic support to leadership.

Job Salary Range: $70,000-$75,000 per year; DOE

The Assistant Director of Visits in the Office of the President provides strategic leadership, planning, and execution of high-profile visits and presidential engagements on behalf of Arizona State University. This role is responsible for ensuring that all official visits hosted by the Office of the President reflect the institution's stature, advance strategic priorities, and uphold the highest standards of protocol and diplomacy.

The Assistant Director oversees the full lifecycle of complex visits from concept through execution and post-visit evaluationwhile also providing high-level scheduling and coordination, to include cross-coverage and operational support to ensure continuity within the Office of the President. This position operates in a fast-paced, high-visibility environment requiring exceptional judgment, discretion, and coordination across internal and external stakeholders.

Essential Duties:

Strategic Leadership & Visit Oversight

• Direct and manage all official presidential visits.
• Align visits with university priorities, advancement goals, and executive leadership objectives.
• Ensure all engagements reflect the dignity, reputation, and strategic messaging of the Office of the President.

Presidential Scheduling

• Provide high-level scheduling and coordination, to include cross-coverage and operational support to ensure continuity within the Office of the President.
• Develop and maintain a comprehensive scheduling system to prioritize requests and optimize the President's time and institutional impact.
• Assist the executive director and director with management of a complex schedule while developing solutions to intricate scheduling conflicts.
• Coordinate briefing materials, logistics, and finalize all details to ensure the President is fully supported and informed for each engagement.

Visit Planning and Execution

• Oversee end-to-end logistics including itinerary development, venue coordination, transportation, security considerations, and hospitality.
• Distribute detailed briefing materials for both visiting delegations and ASU participants.
• Maintain a comprehensive database of past, current, and prospective visits and events.
• Serve as primary point of contact for visiting dignitaries and their teams before, during, and after engagements.
• Conduct post-visit evaluations and produce summary reports for the president.

Protocol & Diplomatic Engagement

• Serve as the institutional expert on protocol, etiquette, and diplomatic conventions.
• Ensure compliance with established standards while advising senior leadership on appropriate practices.
• Foster relationships with domestic and international partners in a manner that reflects professionalism and mutual respect.

Cross-Functional Collaboration

• Partners with university leadership, academic units, advancement teams, and external organizations to coordinate complex, multi-stakeholder visits.
• Collaborate with communications, security, facilities, and administrative teams to ensure seamless execution.
• Provide cross-coverage and operational support during peak periods or staff absences.

Operational Excellence

• Manage multiple high-priority projects simultaneously in a dynamic, fast-paced environment.
• Resolve sensitive, urgent, and confidential issues with sound judgment and discretion.
• Ensure visits are executed with precision, adaptability, and attention to detail.

Ensure accuracy, follow-through, and execution of calendar commitments in collaboration with the Office of the President team.

Core Competencies & Evaluation Criteria

• Strategic Thinking & Prioritization: Ability to align visits and meetings with institutional goals and executive priorities.
• Executive-Level Judgment: Demonstrates discretion, diplomacy, and sound decision-making in high-stakes environments.
• Project & Time Management: Effectively manages multiple complex projects and deadlines with competing priorities.
• Communication & Influence: Exceptional written and verbal communication skills across audiences, including executive leadership.
• Relationship Management: Builds and maintains strong partnerships internally and externally.
• Attention to Detail & Execution Excellence: Ensures flawless delivery of visits and extreme attention to detail when scheduling a variety of meetings.
• Adaptability & Problem Solving: Thrives in rapidly changing environments and resolves challenges proactively.
• Protocol Expertise: Applies knowledge of etiquette, diplomacy, and institutional practices appropriately.

Desired Qualifications:

• Bachelor's degree in public administration, communications, hospitality, event management, or a related field is required. A master's degree in a related field is preferred.
• 5+ years of progressively responsible experience in event management, executive scheduling, protocol, or related fields.
• Demonstrated experience managing high-profile visits and events and collaborating with senior executives or dignitaries.
• Proven ability to manage complex schedules and competing priorities in a high-volume environment.
• Strong organizational, analytical, and critical thinking skills.
• Excellent interpersonal and communication skills.
• Proficiency with standard office and scheduling software (e.g., Microsoft Office Suite, Google Workspace).
• Ability to work evenings and weekends as required.
• Ability to manage confidential information with discretion.
• Experience in higher education, government, or international relations.
• Formal training or certification in protocol and diplomatic practices.
• Experience supporting a CEO, president, or senior executive in a complex organization.
• Familiarity with project management tools and systems.
• Knowledge of university systems, policies, and governance structures.
• Demonstrated experience managing large-scale, multi-stakeholder initiatives.
• Experience working in environments with rapidly shifting priorities and emerging technologies.
• Ability to lead through influence and collaboration across organizational boundaries.

Working Environment:

• This position is located on-site at the ASU Tempe campus.
• Regular use of standard office equipment, including, but not limited to, computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, and associated computer/technology peripherals.
• Activities are performed in an environmentally controlled office setting, subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).

Department Statement:

The Arizona State University Office of the President provides strategic leadership and vision for the university, guiding its mission to advance education, research, and public service. The office works collaboratively with university leadership, faculty, and the community to drive innovation, support student success, and strengthen ASU's impact locally and globally.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

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

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

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