Executive Assistant

The Executive Assistant reporting to the Executive Director & Chief Housing Officer for Housing & Residential Life provides comprehensive administrative and operational support for Housing & Residential Life, serving as a key liaison between departmental teams, Executive Leadership, and campus partners including university leadership. This role ensures efficient office practices, coordinates projects and events, manages budgets for staff initiatives, and collaborates in projects that enhance organizational effectiveness.

This position requires an individual who can maintain strict confidentiality while exercising strong initiative, critical thinking, and sound judgment in a fast-paced environment. This individual must also demonstrate exceptional communication skills and a commitment to customer service by independently assessing situations, providing accurate information, resolving issues, and troubleshooting effectively. The ability to operate a university golf cart is also required.

Housing & Residential Life (Housing), a self-funded auxiliary housed within Campus Life at the University of Arizona, operates 23 dorms and 1 graduate apartment complex that house over 8,000 students annually on the University of Arizona Main Campus. More than 80% of on-campus residents are first-year students. Our dorms range in style from historic to modern and range in size from 60 to 1000 residents. While the University does not require students to live on campus, more than 70% of all incoming first-year students choose to live in UA housing to help their transition to university life. Housing & Residential Life plays a critical role in achieving institutional and divisional goals. We are proud of the supportive environment we provide our students, our vibrant academic partnerships, and our high-quality facilities.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

DUTIES AND RESPONSIBILITIES:

• Coordinate departmental events and special projects, including managing department special events committee members' assignments, planning events, meetings, managing logistics, monitoring outcomes, organizing attendance, and preparing supporting materials such as agendas, spreadsheets, and reports.
• Develop, assemble, and refine highquality departmental presentations using Microsoft PowerPoint, and prepare reports, documents, and data-driven worksheets utilizing Microsoft Word and Excel.
• Manage business and operational processes for Executive Leadership, including PCards, reimbursements, memberships, subscriptions, and offering backup support to Housing administrative staff; assist with major initiatives such as summer move-in.
• Represent leadership in interactions with senior university officials and other departments, ensuring effective communication and collaboration.
• Provide executive support to the Chief Housing Officer/Executive Director, serving as the primary point of contact and managing day-to-day office operations, including calendar management, professional correspondence, travel arrangements, and coordination of office maintenance and supplies.
• Perform a wide range of administrative tasks in compliance with university policies and procedures, ensuring accuracy, consistency, and adherence to established standards while supporting departmental and executive operations.
• Manage internal and external information requests, screen and route high-level calls and emails, and ensure accurate, contextually relevant responses.
• Maintains strict confidentiality and organizes, safeguards, and manages confidential files, records, and executive office documentation in accordance with university policies, while exercising sound judgment, initiative, and critical thinking in a fastpaced environment and delivering exceptional customer service.
• Perform related duties as assigned to support Housing & Residential Life and University goals.

KNOWLEDGE,
SKILLS & ABILITIES:

• Strong knowledge of administrative and organization principles, with proven ability to plan, prioritize, and coordinate complex activities.
• Outstanding communication skills with strong consultative and collaborative abilities supported by proficient writing and document preparation skills.
• Demonstrated advanced proficiency in Microsoft 365 applications; experience with University of Arizona systems, policies, and procedures is preferred.
• Demonstrated ability to troubleshoot, solve problems, and make sound decisions, including experience with large-scale event planning.
• Proactive, adaptable, and creative approach to challenges, with strong people skills for managing confidential and sensitive situations.
• Ability to work independently and collaboratively in a diverse, team-oriented environment, with flexibility to meet departmental needs.

SUPPLEMENTAL REQUIREMENTS:

• Housing & Residential Life is a security sensitive department, and this position requires a finger-print criminal background check.
• Motor Vehicle Division check.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Three years of relevant work experience, or equivalent combination of education and work experience.
• Must have a valid driver's license and ability to drive according to the University Fleet Safety Policy.