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Exec Secretary to Top Exec

Job Description

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Summary

The Office of the President is looking for an in-person, experienced executive assistant to support the Executive Assistant to the President.  The ideal candidate will have a demonstrated ability to provide high-level administrative support, meticulous attention to detail and accuracy, problem-solving skills, a professional and friendly demeanor, and a consistent follow-through with the ability to handle multiple tasks simultaneously.

You will report directly to and support the University President’s Executive Assistant and provide support to the President in the Executive Assistant’s absence.  You will have independent responsibility for a significant volume and variety of high-level administrative functions and handling matters of a confidential and sensitive nature.

You will work, at times, with the President and members of the University’s executive team.  The position’s demands are variable in nature, type, and volume. You will perform confidential tasks that require discretion, an ability to manage high visibility situations, and quick decision-making.   You will be an important contributor to the president’s office and work collaboratively with all members of the team to support and accomplish the priorities of the office.  The job responsibilities are shaped by the demands of the office activities, which vary over time. 

Why Work at Michigan?

In addition to a career filled with purpose and opportunity, the University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family, and plan for a secure future. Benefits include:

  • Generous time off (Vacation, Holidays, Season Days, etc.)
  • A retirement plan that provides two-for-one matching contributions with immediate vesting
  • Many choices for comprehensive health insurance
  • Life insurance
  • Long-term disability coverage
  • Flexible spending accounts for healthcare and dependent care expenses
  • Flexible Work Program
  • Onsite Fitness Center

We are committed to the development of diverse and culturally intelligent staff who thrive and contribute to a positive and inclusive environment.

The statements included in this description are intended to reflect the general nature and level of work assigned to this classification and should not be interpreted as all-inclusive.

Responsibilities*

  • Manage the Executive Assistant to the President’s calendar. Schedules appointments and maintains the Executive Assistant to the President’s calendar, exercising discretion and independent judgment as to priorities of the Executive Assistant and delegated priorities from the President to the Executive Assistant. Utilizes excellent organizational, analytical, and problem-solving skills with acute attention to detail.
  • Manage complex calendars, including establishing priorities, requires coordination with multiple individuals and offices across the University.  Includes responding to frequent changes in schedules and coordination of related arrangements. Ensure information or material required from others is received.
  • Manage sensitive situations and bring items that need the Executive Assistant's immediate attention to the forefront.
  • Coordinate domestic and international travel arrangements, manage intricate itineraries, and prepare expense reports on behalf of the President and the Executive Assistant to the President using University systems and institutional purchasing card.
  • Prepare presidential briefing documents for travel, events, and speaking engagements.
  • Initiate and assist with special projects and events that may occur outside of regular business hours.
  • Resolve routine and some multifaceted inquiries.
  • Perform advanced, diversified, and confidential administrative tasks requiring broad and comprehensive experience and knowledge of University policies and practices.
  • Assess and assist with inquiries and tasks relating to the Executive Assistant’s scope of work.
  • Perform internet, library, and other research tasks on various projects and issues.  Analyze data and use a variety of data presentation tools to present research for the Executive Assistant and other audiences.
  • Occasionally provide backup administrative support to members of the team.

Required Qualifications*

  • Bachelor’s degree and a minimum of 6+ years of directly related executive administrative experience supporting top-level leaders or executives, preferably within an academic environment.
  • Strong attention to detail and an interest in managing multiple, concurrent projects.
  • Applied experience working in a collaborative, energetic environment managing conflicting priorities.
  • Proficiency in high-level customer service practices working with all levels of constituents.
  • Exceptional written and verbal communication skills.
  • Advanced proficiency in Microsoft Office software, and other database, email, and calendar-keeping software and technologies.
  • A proven record of punctuality and dependability.

Additional Information

The minimum starting salary for this position is $75,000. Candidates can expect to be paid a competitive and equitable salary. Factors used to determine salary include experience, knowledge, and skills for the position. All candidates are encouraged to discuss salary questions to honor alignment and transparency throughout the recruiting process.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.


U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.

*Please mention you saw this ad on AcademicJobs.*

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