"Exec Secretary to Top Exec"

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that relate to this position.

The Executive Secretary (ES) will report directly to the Chief Financial Officer (CFO) for Michigan Medicine and is accountable to the Vice President of the Regional Health Network (VP). This position will provide highly responsible, executive level support for the CFO and VP. Responsibilities will include all administrative support, complex calendar management, and professional representation of the CFO and VP to colleagues at Michigan Medicine, as well as peers across the nation. The ES will perform duties that require discretion, strong organizational skills, judgement, prioritization, and planning.

• Coordinate and maintain the CFO's and VP's professional schedule/calendar, including travel preparations and itineraries and monthly CFO/VP meeting lists; provide back-up to other Finance ES's when necessary.
• Perform advanced, diversified, and confidential administrative and secretarial duties requiring broad and comprehensive experience, skill, and knowledge of Michigan Medicine.
• Prepare and distribute correspondence, meeting minutes, memoranda, reports, etc. for the CFO and VP.
• Prepare and reconcile expense reports and purchase card activities.
• Review and pre-approve expense reports for the CFO and VP and submit for final approval.
• Process vendor payments in the procurement and financial systems.
• Perform call and visitor management for the CFO.
• Resolve routine and complex inquiries for the CFO and VP.
• Track and provide follow-up for CFO and VP projects on a timely basis.
• Compose, edit, and maintain hard copy and electronic files/records of all CFO and VP correspondence.
• Meet with CFO and VP (remotely) on a regular and ad hoc basis to exchange information, provide updates, and maintain the CFO and VP calendars and agendas.
• Coordinate, edit and assist with PowerPoint presentations and Word documents for the CFO and VP, as requested by the CFO and VP.
• Assist with special projects as assigned by the CFO and VP.
• Assist with Human Resources and hiring procedures for positions that report directly to the CFO or VP, including monthly timekeeping and annual performance reviews.
• Analyze, compare, and evaluate various courses of action related to the CFO and VP (remote) office management; make independent decisions regarding various courses of action within the scope of this position.

Required Qualifications:

• Bachelor's degree or equivalent combination of education and experience.
• Five to seven years of progressively responsible administrative support experience.
• Experience interacting with executive level and/or other high level administrators.
• Proficient in use of Microsoft Outlook, Excel, Word and PowerPoint or similar applications.
• Proficient in use of technology tools for creating combined pdfs of meeting materials.
• Excellent communication and interpersonal skills, including a professional demeanor, exceptional knowledge of grammar and business correspondence.
• Excellent organizational and time management skills, including the ability to manage multiple projects.
• Strong analytical and critical thinking skills.
• Ability to work independently and as a collaborative team member.
• Commitment to ongoing professional development.
• Demonstrated ability to maintain confidentiality and manage sensitive issues.

Desired Qualifications:

• Demonstrate existing comprehensive knowledge of Michigan Medicine organizational structure, culture, operations and procedures or the ability to quickly learn this information.

The mission of Michigan Medicine is to improve the health of patients, populations, and communities through excellence in education, patient care, community service, research, and technology development, and through leadership activities in Michigan, nationally, and internationally. Michigan Medicine ranks as one of the top academic health centers in the country, and is committed to providing exceptional patient care, facilitating groundbreaking research and developing the next generation of physicians and scientists. Michigan Medicine consists of the Hospitals, Health Centers and Clinics, in the Academic Medical Center and Regional Health Network, the University of Michigan Medical School, the University of Michigan Medical Group, and the Michigan Health Corporation.