How to Apply
If you are a proactive and detail-oriented individual with the ability to thrive in a fast-paced environment, please submit your resume and a cover letter for the Executive Assistant position. The cover letter must include examples of how your past work experience applies to this position.
Job Summary
The Office of the Vice President for Government Relations (OVPGR) directs the university's interactions at the local, state and federal levels; developing and maintaining effective relationships with governmental agencies and officials, as well as working in close collaboration with economic development partners across the region on activities associated with attracting and retaining industries in the State of Michigan.
OVPGR seeks an experienced and seasoned Executive Assistant to provide confidential, executive-level support to the Vice President for Government Relations and have independent responsibility for a significant volume and variety of operational and administrative duties. This position will serve as a critical member of the VPGR's team, providing day-to-day support for the Vice President and administrative coordination and logistical support for high-impact projects, activities, and events managed by the office. The ideal candidate must exercise initiative, judgment, discretion, independent decision-making, and workload prioritization. The ability to work as part of a team is essential to a person's success in this position.
This position reports directly to the Vice President and has supervisory and management responsibility for all assistants and responsibility for managing operational and administrative functions. This position can require work outside traditional working hours, given the time-sensitive nature of some projects. This role requires on-site work in Ann Arbor, MI, at least three days each week.
Responsibilities*
Scheduling:
- Coordinate and manage the Vice President's calendar, ensuring optimal time use.
- Arrange appointments, meetings, and conference calls, considering priority and urgency.
Logistics Planning:
- Plan and coordinate logistics for meetings, events, and visits from internal and external business partners.
- Ensure all arrangements are in place, including venue booking, travel arrangements, and necessary materials.
Project Coordination:
- Provide project coordination and support for key initiatives led by the VPGR
- Manage complex scheduling, prepare and distribute meeting materials, and track project timelines.
- Anticipate future needs and report on progress, ensuring key milestones are met.
Required Qualifications*
- A minimum of five years experience supporting executive-level leaders and interpreting and implementing organizational policies and procedures;
- A strong understanding of university policies and procedures is preferred;
- Demonstrated professionalism as a member of a collaborative, respectful, and high-functioning leadership team;
- Positivity, respect for others and superb attention to detail;
- Diplomacy and ability to interact with all members of the institution;
- Expert level proficiency in Google collaboration tools, Zoom, Dropbox, Microsoft Office Suite, and Adobe Acrobat.
Desired Qualifications*
- Higher education or elected officeholder support experience;
- Experience supervising others;
- Experience with internal UM processes and controls a plus
The successful candidate will possess:
- The ability to work independently and as an effective team member with professionalism, flexibility, enthusiasm, and cooperation.
- Strong and effective interpersonal (verbal and written) communication skills.
- Excellent organizational skills and ability to efficiently complete work in a timely manner.
- The ability to independently manage multiple assignments and deadlines and perform a wide range of service and support activities, sometimes under pressure.
- Accuracy and attention to detail while working in a fast-paced environment with frequent interruptions.
- The ability to exercise initiative, good problem-solving skills, independent judgment, diplomacy, and discretion.
- The ability to follow complex instructions and anticipate next steps.
- Extensive experience with complex calendar scheduling, travel/hosting arrangements and policies, meeting preparation, and tracking action items.
- Experience in planning and executing events.
- The ability to effectively use Microsoft Office software, especially Word, PowerPoint, and Excel.
- Experience with (or ability to learn) other computer applications such as Google, Dropbox, or other collaboration tools. Some experience desired in Adobe applications (Photoshop, Illustrator, etc.).
- Strong written communication skills, including proficiency in proofreading, spelling, grammar, and punctuation.
- A service-oriented attitude and the ability to professionally represent the Office of the Vice President for Government Relations.
- A commitment to professional discretion and confidentiality
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.
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.
