Executive Assistant (Updated)

Administrative Support to the Special Advisor

• Manage calendar for Special Advisor including U of A meetings/Tribal Leaders'' meetings and out of office monthly report to Provost Office.
• Maintain updated bio-sketch for Special Advisor.
• Communicate and coordinate with internal and external campus partners as primary point of contact for department.
• Arrange travel arrangements for Special Advisor including hotels and flights.
• Support NAATE initiatives including tribal flags, sign unveilings, speaker series, Native American Heritage Month Activities.
• Support Athletics Department initiatives.
• Serve on committees and assists with complex administrative processes and resolve issues independently using extensive knowledge of departmental policies and procedures.
• Draft and prepare press releases and media advisory.
• Will need extensive knowledge of the University.

Administrative Office Support

• Manage and complete room scheduling for meetings and events.
• Manage and complete U of A permits for policy related activities including ceremonies/blessings, use of event space on U of A Mall, the need for police department and/or secret service.
• Reserve hotel rooms for NAATE guests including tribal leader visits, NAATE speaker series, candidate on campus interviews.
• Coordinate and submit all maintenance/repair requests.
• Coordinate and submit all surplus equipment requests (UAccess/Buyways).
• Assist with departmental purchasing, supply ordering, and general procurement functions in alignment with university guidelines including special purchase requests including business cards, miscellaneous items for Tribes.

Event Logistics

• Organize and coordinate departmental events including conferences and event registrations.
• Manage and complete agendas and itineraries.
• Manage and complete parking and transportation permit requests including gate access, large vehicle parking spaces.
• Assist with event outreach communications.
• Organize and coordinate catering orders including collaborating with SUMC and outside food vendors.
• Manage and complete any outstanding items on upcoming events.
• Complete acknowledgements and thank you notes.

Procurement, Travel & P-Card Administration

• Arrange and coordinate travel arrangements for other staff members and invited guests including booking, preparing reimbursement documentation and tracking travel related information.
• Reconcile and manage p-card transactions and work with staff on discrepancies.
• Ensure accuracy and compliance in all travel and purchasing transactions.

Knowledge, Skills, and Abilities:

• Extensive knowledge of the University policies, procedures and systems.
• Skills and familiarity with travel coordination, purchasing processes, and university administrative systems.
• Knowledge and understanding of event and meeting logistics.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, SharePoint).
• Skilled in managing calendars and coordinating complex schedules.
• Strong written and verbal communication skills.
• Ability to exercise independent judgment, prioritize competing tasks, and manage deadlines.
• Ability to handle confidential and sensitive information with discretion.
• Ability to interact professionally with internal and external stakeholders.