Sr. Administrative Assistant

Who We Are:

University of Advancing Technology (UAT) is an elite intimate private college in Tempe, AZ focused on educating students in advancing technology who desire to innovate in the areas of emerging technology disciplines including Advancing Computer Science, Information Security, Game and New Media technologies. Living on campus, students are surrounded by a true living-learning technology environment that incubates their ideas into innovations that students can patent and take to market. Students must create an innovation project to graduate.

We are an entrepreneurial, results-oriented company recognized for delivering high standards of innovation and service. As an organization designed to change the lives of some of the brightest young minds, we rely on the excellence of every member of our family to continuously exceed our own standards and exceed our constituents' expectations.

The Role:

UAT is seeking a Sr. Administrative Assistant to provide day-to-day support for multiple executives.

This is an outstanding career opportunity for an administrative professional to go to the next level by providing high-level support to upper-level Officers. The ideal candidate will leverage a broad range of skills with a high degree of professionalism and discretion in managing a variety of responsibilities. The Sr. Administrative Assistant must be detail-oriented and have strong organizational skills. This role requires the ability to proactively build organizational knowledge and relationships and think critically and creatively to support problem-solving and ensure strong communication.

In other words, the candidate must be fast, fun, friendly, smart, take ownership, and know to hustle and work hard.

Responsibilities:

• Calendar Management:
  • Coordinate and manage the complex schedules of multiple executives, including meetings, appointments, and travel arrangements.
  • Prioritize and schedule appointments based on the executives' priorities and commitments.
  • Ensure timely reminders and notifications for all appointments and deadlines.
• Communication:
  
  • Maintain effective communication with internal and external stakeholders, including clients, board members, and other team members.
• Travel Coordination:
  • Arrange all aspects of business travel, including flights, accommodations, transportation, and itineraries.
  • Anticipate travel needs and provide executives with necessary travel documents and information.
• Meeting Support:
  • Prepare meeting agendas, documents, and presentations for executive meetings.
  • Attend meetings, take minutes, and distribute meeting summaries as needed.
  • Ensure meeting rooms are set up with required technology and materials.
• Administrative Support:
  • Handle administrative tasks such as expense reporting, invoice processing, and budget tracking for each executive.
  • Manage and maintain electronic and physical filing systems.
• Project Coordination:
  • Assist in the planning, coordination, and execution of special projects and initiatives led by the executives.
  • Track project timelines and deliverables, ensuring deadlines are met.
• Gatekeeping:
  • Screen phone calls, visitors, and requests for the executives, redirecting or handling as appropriate.
  • Maintain confidentiality and discretion in handling sensitive information.
• Research and Information Management:
  • Conduct research on various topics, compile reports, and gather data to support decision-making.
  • Organize and summarize information for executives' review.
• Task Prioritization:
  • Help executives prioritize tasks and manage their daily to-do lists.
  • Proactively identify and address urgent matters to optimize their time and focus.
• Event Planning:
  • Plan and coordinate corporate events, meetings, and conferences, both internally and externally.
  • Handle logistics, invitations, catering, and venue arrangements.
• Technology and Software Proficiency:
  • Be proficient in office productivity software (e.g., Microsoft Office Suite, Google Workspace) and other relevant tools.
  • Assist executives with technology-related tasks and troubleshooting.
• Interdepartmental Liaison:
  • Facilitate communication and collaboration between the executives and other departments within the organization.
  • Serve as a point of contact for cross-functional teams.
• Continuous Improvement:
  • Suggest and implement process improvements to enhance the efficiency of executive support functions.
  • Stay updated on industry trends and best practices in executive assistance.
• Emergency Support:
  • Be available for urgent requests or issues outside of regular business hours when necessary.
  • Handle crisis situations with professionalism and composure.
• Professional Development:
  • Invest in ongoing professional development to stay current with executive support skills and tools

Who You Are:

• Bachelors degree required
• Can present an elite, personal, high-end organizational identity
• Will maintain trustworthiness, confidentiality, and is discreet
• Takes ownership and goes the extra mile to get the job done
• Demonstrates a positive, friendly, and helpful attitude
• Digital native that has in-depth knowledge of communication software, Office Suite software, social media, and other contemporary technology
• Willing to travel and able to represent Officers at industry events, Board meetings, or in other situations
• Excellent interpersonal and relationship-building skills. You are friendly and genuine.
• Excellent problem-solving skills and resourcefulness. Ability to follow through and close the loop.
• Exceptional communicator
• Demonstrates tact and diplomacy
• Exceptional bandwidth and ability to get things done
• Exposure to PR a plus
• Professional appearance with a strong work ethic and mature demeanor; must be reliable in attendance and punctuality
• Managerial and leadership experience
• Extra considerations provided for applicants with experiences working with startup or technology company executives

Salary and Benefits: $50,000-$60,000 annually

• Two Medical insurance options with 100% of the team member premium paid for one.
• UAT has your BACK, by covering 100% of the monthly premium for Short-Term and Long-Term coverage.
• Dental, Vision, 401k, Life Insurance, and AD&D Options
• Vacation, Personal Time, and over 15 Paid Holidays - we work hard, but give you that extra time to play hard as well!
• Competitive Employee and Dependent Scholarship Programs; we take pride in your educational background and look forward to supporting your families academic goals and endeavors.
• Meal Benefit at University Caf. HANGRY? Never heard of here. Come get your lunch at the caf, on us, YUM!
• University Store Discount amongst other Discount Programs.
• Positive, open, and transparent Work Environment and culture that includes Kudos Program, Casual Fridays and Select Work Weeks, Employee Wellness Activities, Bring your Pet to Campus, along with Summer and Winter Happiness Events.
• Flexible Work Schedule: Telecommuting options based on tenure.
• Employee Training and Development: Essential Skills Modules are scheduled on the job, allowing for learning, working, and implementation.

UAT does not discriminate on the basis of race, color, religion, national origin, sex, age, or disability. It is our intention that all qualified applicants be given equal opportunity and that the selection decision be based on job-related factors.

UAT does not sponsor foreign visas. Thank you for your understanding.