Executive Assistant, Music

The School of Music at the University of Arizona invites applications for an Executive Assistant to the Director. The successful candidate will serve as the primary administrative support for the Director and will be responsible for managing a complex calendar, coordinating meetings and special events, supporting communications, assisting with travel arrangements, and facilitating a wide range of administrative and project-based activities. Applicants should be proficient with Microsoft Office Suite, virtual meeting platforms, and database management systems.

The position requires exceptional organizational, interpersonal, and communication skills, along with the ability to manage multiple priorities in a fast-paced environment. The successful candidate will demonstrate initiative, resourcefulness, professionalism, sound judgment, and a commitment to providing outstanding service. The ability to handle sensitive and confidential information with discretion and diplomacy is essential.

As a highly visible and community-facing role, the Executive Assistant serves as an ambassador for the School and interacts regularly with faculty, staff, students, donors, alumni, guest artists, university leadership, and community partners. The ideal candidate will have strong relationship-building skills, and the ability to engage effectively with individuals from varied backgrounds and experiences while creating a welcoming environment for all.

The person occupying this position will join a dynamic school of approximately 80 faculty and staff and become an integral part of a vibrant artistic and academic community. We value collaboration, innovation, and a strong sense of community, and we enjoy broad engagement with the College of Fine Arts, and partners throughout Tucson and beyond.

The Fred Fox School of Music is part of Arizona Arts, which serves as a unified gateway to visual and performing arts experiences, programs, and assets at the University of Arizona. Arizona Arts offers the opportunity to work with people of many different backgrounds, experiences, and perspectives. We foster opportunity and excellence in the arts through student success, innovative research and creative activity, and meaningful community engagement. The University of Arizona is a Hispanic-Serving Institution and among the nation's leading public research universities. We live our Purpose, Mission, and Values as a land-grant university.

Visa sponsorship is not available for this position.

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

• Execute daily operational
  and administrative tasks under supervision to support Department Heads and
  departmental objectives.
• Schedule and coordinate
  meetings, events, and logistics, including room reservations and preparation
  of materials.
• Facilitate effective
  communication within the department and with university colleagues, students,
  and external partners by routing inquiries and providing routine
  information.
• Prepare, format, and
  proofread correspondence, reports, presentations, and other documents,
  ensuring accuracy and compliance with university standards.
• Maintain organized
  electronic and physical filing systems for records, correspondence and
  reference materials, ensuring efficient retrieval and proper archiving.
• Track departmental
  expenditures and assist with purchasing, reimbursements, and invoice
  processing according to university policies; report discrepancies to
  supervisors.
• Maintain inventory of office
  supplies and coordinate maintenance of office equipment to ensure smooth
  daily operations.
• Assist with administrative
  tasks and logistics for department initiatives, meetings, and events led by
  Department Heads, including gathering, compiling, and verifying information
  for memos, reports, and presentations.
• Support project logistics,
  including timeline tracking and material preparation.
• Perform general office
  support, contribute to team goals, and support the successful completion of
  department projects and responsibilities.

Knowledge, Skills, and Abilities:

• Knowledge of university policies and procedures.
• Understanding of office management practices and professional
  administrative standards.
• Knowledge of project coordination principles.
• Awareness of higher education structure and stakeholder
  relationships (faculty, staff, external partners).
• Strong written and verbal communication skills.
• Advanced organizational and time-management skills.
• Calendar and meeting coordination across multiple stakeholders and
  priorities.
• Proficiency with Microsoft Office Suite and university systems (or
  similar enterprise tools).
• Research skills, including online information gathering and
  summarizing relevant findings.
• Customer service and interpersonal communication skills.
• Strong ability to prioritize in fast-paced environment.
• Ability to exercise discretion and maintain strict confidentiality.
• Ability to manage multiple tasks with accuracy and
  attention to detail.
• Ability to work collaboratively with different
  internal and external stakeholders.
• Ability to adapt to shifting priorities and
  deadlines in a dynamic academic environment.

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 experience required.
• Up to 1 year of relevant
  work experience may be required.

• Experience supporting executive leaders in higher education, arts administration, nonprofit, or similarly complex organizations.
  
• Experience coordinating complex calendars, meetings, events, and travel.
  
• Experience working with varied stakeholders, including students, faculty, staff, donors, alumni, visitors, and community partners.
  
• Experience supporting faculty affairs, recruitment, personnel processes, or special projects.
  
• Familiarity with university systems, policies, and procedures.
  
• Experience in the performing arts, music, higher education, or other community-facing institutions.