"Executive Assistant Associate"

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 directly relate to this position.

Provide high-level administrative support for the Institute Executive Director and Managing Director.

Travel Arrangements: Execute complex travel arrangements (domestic and international) using Emburse, including preparing itineraries, agenda packets, and other travel arrangements.

Maintain complex executive calendar and schedule meetings: Provide complex calendar management. This includes the ability to organize complicated and challenging schedules, respond to frequent schedule changes, screen the purpose of meeting requests, set priorities, and escalate high-priority items when there is a conflict, and obtain meeting information as required.

Meeting Coordination: Arrange meetings for MNI leadership, often including multiple participants with challenging schedules. Coordinate committee activities and logistics (booking conference rooms, arranging Zoom meetings), coordinate schedules for visitors, coordinating hosting, support and coordinate meeting materials, including creating agendas, presentations, briefings, and itineraries, and supporting the IT needs required for collaboration with MNI and external partners. Attend meetings as needed to provide support and/or take minutes when appropriate: (i.e., Faculty, Recruitment, Annual Review, Executive Committee, Development Meetings, etc.)

Work Flow Support: Support schedule optimization, organization of meeting-prep and post-meeting notes, and following up on action items.

Special Projects: Coordinate meetings and provide logistical support for specialized institute projects such as strategic planning, yearly recruitment activities, and special lectures, symposia, and conferences. Maintain project files and action item lists.

Financial Reconciliation: Process reimbursements and prepare expense reports for leadership P-card or out-of-pocket expenses.

Day-to-day operations: Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude to provide general administrative support to the MNI leadership. This includes excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion, greeting visitors, assisting with mail distribution, and solving printer/copy machine problems. As part of the administrative team, participate in team meetings, assist other team members, and provide cross coverage for other administrative positions as needed.

Prepare confidential materials: Prepare correspondence, memoranda, and reports.

Professionalism: Provide a high level of administrative support. Maintain confidential email accounts and triage email. inquires, and correspondence on behalf of the MNI leadership. Edit and proofread agendas and memos. Oversee and manage email distribution lists for different groups. Exercise independent judgment, anticipate needs, and ensure seamless operations.

Required Qualifications:

• Bachelor's degree or an equivalent combination of education and experience.
• Five years of progressively responsible administrative support experience, preferably to an executive-level individual in a complex organization.
• Diplomacy and demonstrated professionalism as a supporting member of a collaborative and high-functioning leadership team.
• Excellent interpersonal, written, and verbal language skills with the ability to represent the Michigan Neuroscience Institute to a broad range of constituents.
• Ability to exercise good judgment in handling complex, confidential matters.
• Proven experience working with multiple stakeholders at all levels.
• Ability to work effectively with diverse workstyles and with individuals from diverse backgrounds.
• Strong attention to detail, accuracy, timeliness, and sound organizational skills.
• The ability to work independently as well as in diverse teams.
• Excellent computer skills with a strong working knowledge of Microsoft Office Suite and Google collaboration tools.
• Working knowledge of Zoom and/or other video conferencing tools.
• Outstanding customer service.

Preferred Qualifications:

• Working knowledge of applicable University policies and procedures.
• Familiarity with higher education culture, reporting structure, and decision-making.
• Competency using M-Pathways or equivalent (i.e., PeopleSoft).
• Experience using the Emburse Travel and Expense system.

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

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.