Executive Assistant to the Vice President for Finance

Executive Assistant To The Vice President For Finance

The Office of the Vice President for Finance is seeking a proactive Executive Assistant who combines impeccable judgment with operational excellence. You will be the office's execution engine-managing complex scheduling, confidential email and correspondence, high-stakes meeting and event logistics, and end-to-end tracking of commitments-so priorities advance smoothly and securely. This position requires close collaboration with other Business & Finance units within the EVPCFO portfolio to support coordinated operations and shared priorities. In this role, you'll provide comprehensive executive support to the Interim Vice President for Finance across a broad, fast-moving portfolio : advanced calendar and priority management; briefing and presentation preparation; executive communications and correspondence; cross-unit stakeholder coordination; and rigorous follow-through on decisions and action items for enterprise initiatives. You will serve as a trusted point of contact for internal and external partners, exercising sound judgment, professionalism, and discretion. The ideal candidate has experience supporting senior leaders in large, complex organizations (higher education preferred); outstanding written and verbal communication skills; exceptional organization and time management; and a demonstrated ability to handle sensitive, confidential matters. Familiarity with the University of Michigan's structure and governance is a plus, as is experience coordinating multi-stakeholder projects and finance-related workflows.

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Responsibilities

• Executive Operations & Communications Coordination (70%)
• Manage the VP for Finance's complex, high-volume calendar and coordinate engagements with senior leaders, Finance unit heads (e.g., Financial Operations, Procurement Services, Sponsored Programs, Treasurer's Office, Enterprise FP&A, Real Estate, and Tax Compliance & Planning), and external partners.
• Prepare and assemble briefing materials, agendas, talking points, and decks to ensure the VP is fully prepared for internal and external meetings, including cross-unit B&F forums and vendor or partner touchpoints.
• Monitor and manage the VP's confidential email inbox-triaging messages, tracking outstanding items, drafting routine responses when appropriate, and routing or recommending follow-up.
• Serve as a trusted thought partner to the Interim VP for Finance-keeping a pulse on emerging issues and stakeholder feedback, and providing concise context and suggested next steps.
• Partner with the Finance Communications team to ensure timely, accurate distribution of executive communications (e.g., memos, announcements, presentations); coordinate reviews, approvals, and final sends on behalf of the VP; and maintain version control and distribution lists.
• Provide comprehensive support for virtual, in-person, and hybrid meetings, managing logistics, technology setup, materials flow, and on-time execution.
• Arrange domestic and occasional international travel, including itineraries, bookings, and timely submission of travel and expense reports in line with university policy.
• Office & Team Operations (15%)
• Serve as a collaborative administrative partner across Finance and other B&F units within the EVPCFO portfolio, sharing best practices and supporting coordinated operations.
• Participate in shared scheduling and coordination for the Finance leadership team and provide backup support to peer executive assistants as needed.
• Plan and execute team meetings, leadership retreats, recognition events, and other internal gatherings-fostering a positive, inclusive team culture and ensuring smooth operations.
• Project & Initiative Support (15%)
• Provide administrative and logistical support for cross-functional Finance projects and priorities led by the VP for Finance (e.g., process improvements, systems initiatives, or policy updates).
• Coordinate with Finance leaders and cross-unit partners to track timelines, deliverables, dependencies, and follow-ups; proactively surface risks and keep initiatives on track.
• Prepare agendas, materials, and meeting notes for recurring and ad hoc project meetings; ensure timely distribution, documentation, and version control.
• Track next steps and outstanding tasks, keeping the VP informed and equipped to act; maintain organized records and reference files.
• Assist with documentation, background research, stakeholder coordination, and progress reporting in support of high-impact initiatives across Finance and B&F.

Required Qualifications

Desired Qualifications

Work Schedule

Monday-Friday; 8 : 00a-5 : 00p The role is based in Ann Arbor, Michigan, with on-site work expected at the Ruthven Building at least 4 days per week, with the opportunity to work hybrid up to 1 day per week. This role will sometimes require flexibility in work schedule, including availability in evenings and weekends, based on business needs. Work arrangements are reviewed annually and may be adjusted as needed to meet business requirements.

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.

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.

The University of Michigan is an equal employment opportunity employer.