Executive Assistant

Job Title: Executive Assistant Senior
Location: Ann Arbor, MI
Pay Rate: $21.00/hour
Hours: 8:00 AM – 5:00 PM, Monday–Friday

Overview

The University of Michigan is seeking a highly skilled and organized Executive Assistant Senior to provide comprehensive administrative support to executive leaders. This role requires strong organizational abilities, discretion, and the capacity to handle sensitive information while managing a variety of responsibilities in a fast-paced environment.

Schedule Support

• Manage executive leaders’ calendars, exercising discretion and sound judgment.
• Screen calls and visitors, addressing routine and complex inquiries promptly.
• Schedule key events requiring executive participation and prepare daily, weekly, and monthly calendar briefings.

Meeting Support

• Coordinate meetings for executive leaders, including hybrid setups, agenda preparation, material distribution, and minute-taking.
• Independently plan complex meetings and events such as executive retreats and committee meetings.
• Manage all logistical aspects, including travel arrangements, meeting prep, and follow-ups.
• Assist with preparing presentation materials such as PowerPoint slides.

Travel & Reimbursement Support

• Arrange and manage detailed travel itineraries.
• Reconcile P-Cards for both the executive leaders and self, following University guidelines.

Communication & Filing Support

• Draft and manage routine correspondence.
• Review and prioritize incoming communications, ensuring appropriate follow-up.
• Maintain organized paper and electronic filing systems for executive leaders.

Coverage & Collaboration Support

• Provide calendar coverage and support to other administrative assistants when needed.
• Assist with the Pharmacy Annual Report, coordinating with Michigan Creative, pharmacy managers, and leadership for content and photography.

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 5+ years of high-level administrative support experience.
• Proven ability to exercise initiative, independent judgment, diplomacy, and maintain confidentiality.
• Strong organizational skills and experience working with diverse communities.
• Excellent written, verbal, and interpersonal communication skills, including editing, proofreading, and minute-taking.
• Strong analytical and critical thinking abilities.
• Proficiency with Microsoft Office, calendar management, and video conferencing tools (e.g., Zoom).
• Highly detail-oriented with strong multitasking abilities.
• Ability to work independently with minimal supervision.

Desired Qualifications

• Flexible, customer-focused, and solution-oriented attitude.
• Strong interpersonal skills to engage effectively with diverse groups and levels of leadership.
• Proven experience collaborating across multiple stakeholders.
• Ability to meet deadlines in a fast-changing environment while managing competing priorities.
• Demonstrated ability to plan ahead and solve problems effectively.
• Positive demeanor and strong work ethic.