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Executive Assistant

Employer
Michigan State University
Location
East Lansing

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Job Details

Job no: 850568
Work type: Support Staff
Pay Grade: 12
Major Administrative Unit / College: President
Department: Secretary Of Board Of Trustees 10080759
Sub Area: AP- Professionals
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Administrative Professionals- AP, Full Time (90-100%), Non-Union
Position Summary

This position serves as an integral part of our small, yet dynamic office in supporting the MSU Board of Trustees. Reporting to the Secretary/Chief of Staff to the Board, this role will provide the primary executive support to the Chief of Staff, as well as the Board of Trustees directly, and will be vital in enabling them to advance and achieve university initiatives and goals.

The office has a firm commitment to serving the university and community with thoughtfulness and professionalism. The person in this position will support diversity, equity, and inclusion in every aspect and responsibility associated with the job.

This position is based in East Lansing and is a fully onsite position. All adjusted work arrangements require supervisor and leadership approval.

What You’ll Be Doing

  • Coordinate and facilitate the efficient utilization of time by managing the Chief of Staff and Trustee's complex calendars of meetings, social engagements, and University and community functions. This entails substantial knowledge of leadership preferences and requires evaluating the time needed to complete appointments or tasks, anticipating time commitments for future projects and work time, and understanding the sensitivity associated with commitments; monitors University, local, and state meetings and events that may require the Chief of Staff or Trustee attendance.
  • Organizes successful meetings by coordinating call for agenda items, creation of agendas, recording of minutes, follow-up, record maintenance, gathering and distributing materials, maintaining a list of, and following up on action items, and ensuring appropriate rooms and technology are reserved for use.
  • Manages travel arrangements and reimbursements for the Chief of Staff and Trustees; coordinates conference/event registrations and responses.
  • Gathers information and drafts communications, routine correspondence, emails, memorandums, meeting minutes, briefings, remarks, and presentations for the Chief of Staff and Trustees as requested and appropriate; manages assigned email address(es); prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy with the highest attention to detail.
  • Manages emergent issues and facilitates resolution; contributes to the overall success of the University by performing additional essential job-related duties and responsibilities as assigned or as appropriate.

You Will Thrive In This Role If You Have

  • Ability to establish and maintain collaborative relationships with those contacted in the course of work and respond to sensitive matters and situations with discretion, tact, confidentiality, and a high-level of professionalism.
  • Ability to perform complex tasks, prioritize, and organize multiple projects with superior time management skills and the ability to work well under pressure while handling multiple, shifting, high, and competing priorities.
  • Ability to seamlessly adapt to rapidly changing circumstances and to embrace flexibility in daily assignments and priorities.
  • Ability to effectively research, compile, and synthesize information and draft suggested correspondence and presentation materials.
  • Ability to interact and work effectively with a wide and diverse range of individuals and stakeholders at all levels of the University and across the community.
  • Ability to take initiative and identify, propose, and implement systems to enhance office efficiency and effectiveness.
Unit Specific Education/Experience/Skills

Knowledge equivalent to that which normally would be acquired through the completion of a four year degree program such as a Bachelor's degree in Business or Public Administration; five to eight years of related and progressively more responsible or expansive university/higher education work experience in confidential office protocol, calendaring and arranging travel, word processing, spreadsheet creation and maintenance, desktop publishing and/or presentation software, composing and editing correspondence, and videoconferencing software; or an equivalent combination of education and experience.

Desired Qualifications

Knowledge of structures, policies, and procedures in complex and diverse organizations; experience with Microsoft applications and software; experience and high proficiency with Zoom; experience with SAP and Business Intelligence software, reporting, and/or applications.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Cover Letter

Resume

Work Hours

STANDARD 8-5

Website

https://trustees.msu.edu/

Advertised: Mar 15, 2023 Eastern Daylight Time
Applications close: Mar 28, 2023 Eastern Daylight Time

Organization

Working at Michigan State University 

Spartans work every day to advance the common good in uncommon ways.

Together, we tackle some of the world’s toughest problems to find solutions that make life better—from alternative energy to better food safety to breakthrough medical and environmental applications achieved through rare isotope research.

We teach. We explore and we discover. We collaborate and lead. We innovate, inspire, and empower. We achieve our potential and create circumstances that help our students and others achieve theirs.

We're good at it, and we've been at it for more than 150 years.

The nation’s pioneer land-grant university, MSU began as a bold experiment that democratized higher education and helped bring science and innovation into everyday life. The revolutionary concept became a model for the nation.

Today, MSU is one of the top research universities in the world—on one of the biggest, greenest campuses in the nation. Home to nationally ranked and recognized academic, residential college, and service-learning programs, we’re a diverse community of dedicated students and scholars, athletes and artists, scientists and leaders.

In ways both practical and profound, we work to create a stronger, more sustainable, and more hopeful future for all.

Top Distinctions

U.S. News & World Report ranks MSU

  • 29th among the nation’s public universities
  • First in the nation for 19 years for graduate programs in elementary and secondary education
  • First in the nation for graduate programs in nuclear physics and industrial and organizational psychology
  • First in the nation for undergraduate program in supply chain

Recognized for 11 consecutive years as one of the top 100 universities in the world by Shanghai Jiao Tong University in its annual Academic Ranking of World Universities

Ranks 46th among public universities for in-state students in Kiplinger’s 2013 edition of Best Values in Public Colleges

Silver rating from the Association for the Advancement of Sustainability in Higher Education’s STARS program, which measures and encourages sustainability in education and research; operations; and planning, administration, and engagement

Member of the prestigious 62-member Association of American Universities

Only university in the country with on-campus medical schools graduating allopathic (MD) and osteopathic (DO) physicians, and veterinarians (DVMs)

Among the largest single-campus residence hall system in the country with 27 halls in five neighborhoods and two apartment villages.

 

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