Executive Assistant Associate

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.

Who We Are

The Michigan Neuroscience Institute was established in 1955 to bring together investigators from across the University of Michigan campus to probe the mysteries of the brain on a cellular, molecular, and behavioral level. Its 140 faculty and affiliate members seek to understand the function and dysfunction of the human brain.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world's most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

Responsibilities*

Provide high-level administrative support for the Institute Executive Director and Administrative Director. Exercise independent judgment, anticipate needs, and ensure seamless operations.

Travel Arrangements: Execute complex travel arrangements (domestic and international) using Concur, including preparing itineraries, agenda packets, and other travel arrangements.

Maintain complex executive calendar and schedule meetings: Provide complex calendar management. This includes the ability to organize complicated and challenging schedules, respond to frequent schedule changes, screen the purpose of meeting requests, set priorities, and escalate high-priority items when there is a conflict, and obtain meeting information as required.

Meeting Coordination: Arrange meetings for MNI leadership, often including multiple participants with challenging schedules. Coordinate committee activities and logistics (booking conference rooms, arranging Zoom meetings), coordinate schedules for visitors, organize hosting, support and coordinate meeting materials, including creating agendas, presentations, briefings, and itineraries, and supporting the IT needs required for collaboration with MNI and external partners. Attend meetings as needed to provide support and/or take minutes when appropriate: (i.e., Faculty, Recruitment, Annual Review, Executive Committee, Development Meetings, etc.)

Work Flow Support: Support schedule optimization, organization of meeting-prep and post-meeting notes, and following up on action items.

Special Projects: Coordinate meetings and provide logistical support for specialized institute projects such as strategic planning, yearly recruitment activities, and special lectures, symposia, and conferences. Maintain project files and action item lists.

Financial Reconciliation: Process reimbursements and prepare expense reports for leadership P-card or out-of-pocket expenses.

Day-to-day operations: Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude to provide general administrative support to the MNI leadership. This includes excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion, greeting visitors, assisting with mail distribution, and solving printer/copy machine problems. As part of the administrative team, participate in team meetings, assist other team members, and provide cross coverage for other administrative positions as needed.

Communications: Manage Institute inquires and develop correspondence on behalf of the MNI leadership. Edit and proofread agendas and memos. Oversee and manage email distribution lists for different groups.

Required Qualifications*

• Bachelor's degree or an equivalent combination of education and experience.
• Five years of progressively responsible administrative support experience, preferably to an executive-level individual in a complex organization.
• Diplomacy and demonstrated professionalism as a supporting member of a collaborative and high-functioning leadership team.
• Excellent interpersonal, written, and verbal language skills with the ability to represent the Michigan Neuroscience Institute to a broad range of constituents.
• Ability to exercise good judgment in handling complex, confidential matters.
• Outstanding customer service.
• Proven experience working with multiple stakeholders at all levels.
• Ability to work effectively with diverse workstyles and with individuals from diverse backgrounds.
• Strong attention to detail, accuracy, timeliness, and sound organizational skills.
• The ability to work independently as well as in diverse teams.
• Excellent computer skills with a strong working knowledge of Microsoft Office Suite and Google collaboration tools.
• Working knowledge of Zoom and/or other video conferencing tools.

Desired Qualifications*

• Working knowledge of applicable University policies and procedures.
• Familiarity with higher education culture, reporting structure, and decision-making.
• Competency using M-Pathways or equivalent (i.e., PeopleSoft).
• Experience using the Concur Travel and Expense system.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes .

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

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.

Job Detail

Job Opening ID

251121

Working Title

Executive Assistant Associate

Job Title

Executive Assistant Assoc Hlth

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Onsite

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Medical School

Department

MM Michigan Neuroscience Inst

Posting Begin/End Date

9/13/2024 - 9/27/2024

Career Interest

Administration