Executive Assistant

How to Apply

A cover letter is required for consideration and should be attached as the first page your resume (due to system limitations). In your cover letter, please address your specific interest in the position, and your skills and experience that directly relate to the role.

Job Summary

We are seeking an experienced and highly organized Executive Secretary to support the Associate Vice President of Human Resources (AVPHR) within University Human Resources at the University of Michigan. In this key role, you will be responsible for performing a variety of high-level administrative tasks, ensuring efficient communication and smooth operations within University Human Resources and beyond.

You'll act as a liaison between the AVPHR and other University departments and facilitate effective communication and collaboration. We are looking for a candidate that is able to build inclusive relationships, solve problems in a strong proactive approach, and exhibit both personal and professional integrity.

Responsibilities*

• Provide advanced, diversified, and confidential executive support including coordinating with various Business and Finance offices, Michigan Medicine, the Board of Regents, Executive Officers, Deans, donors, faculty, students, and staff.
• Manage the AVPHR's calendar by creating and organizing appointments systematically as well as responding to calendar inquiries, internally and externally, helping to prioritize commitments.
• Handle sensitive information and maintain the highest standards of confidentiality. Exercise discretion and sound judgment in all matters to ensure the integrity of the institution.
• Facilitate the scheduling of virtual and in-person meetings with multiple attendees with challenging schedules. Support official functions and events hosted by the AVPHR including coordinating catering, logistics, and A/V technology.
• Manage travel arrangements, itineraries and briefing packets, and the processing of travel reimbursements.
• Serve as a professional representative of the AVPHR's office to both UHR internal and external communities; build strong working relationships across campus.
• Manage AVPHR expense reports; and act as a delegate for AVPHR for time and leave approvals; ensuring compliance with University and payroll policy.
• Attend and facilitate regular one-on-one meetings between AVPHR and key staff and stakeholders.
• Write, edit, or coordinate select communications on behalf of the AVPHR. Work closely and collaborate effectively with the leadership team, including HR Communications and HR Strategy and Planning on speeches, publications, and other communication vehicles from UHR.
• Manage inbox of AVPHR by triaging and responding to messages as appropriate. Flag urgent and critical messages for review and handling.

Required Qualifications*

• Bachelor's degree or equivalent combination of skills, experience, and education.
• Minimum of 5 years experience in a similar position, with a proven track record of managing complex schedules and affairs for executive-level leaders.
• Demonstrated proficiency in applications such as Microsoft Office, Google Suite, and Chrome River/Concur.
• Outstanding judgment in the handling of confidential materials and situations with sensitivity and discretion.
• Excellent attention to detail and demonstrated organizational,and interpersonal communication skills.

Work Schedule

Will occasionally require flexibility in work schedule based on business needs.

Work Locations

Onsite work is expected, based at the Ruthven Building and Wolverine Tower , with some flexible or hybrid work as approved by the AVPHR. Hybrid work arrangements are reviewed annually and may be subject to change based on business needs.

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 .

Additional Information

To review the comprehensive job description, please see this link: Executive Assistant Job Description

Benefits at the University of 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, including family leave
• 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

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

253922

Working Title

Executive Assistant

Job Title

Exec Secretary to Top Exec

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Exempt

Organizational Group

Univ Human Resources

Department

HR Strategy, Planning & Oper

Posting Begin/End Date

8/30/2024 - 9/13/2024

Salary

$80,000.00 - $95,000.00

Career Interest

Administration