"Executive Secretary"

Information and Technology Services (ITS) is looking for a Executive Secretary to join the ITS CIO Strategy and Planning & Advance Research Computing departments within ITS.

We are looking for an experienced and proactive Executive Secretary to provide high-level administrative support to senior management and executives. You will have exceptional organizational skills, sound judgment, and the ability to handle sensitive information with discretion. You will be adept at managing multiple priorities, coordinating complex schedules, and supporting department operations and special projects efficiency. You will support the IT Strategist and Enterprise Architect and the Director for Advanced Research Computing.

• Provide advanced administrative support to executive and senior leadership, including calendar management, meeting coordination, and correspondence.
• Plan and coordinate travel arrangements, prepare detailed itineraries, and manage expense reporting and reconciliation.
• Support special projects, events, and initiatives, ensuring timely completion and attention to detail.
• Compose and edit correspondence, memos, agendas, and reports.
• Serve as a key contact for internal and external stakeholders, maintaining effective communication and relationships.
• Oversee and monitor administrative processes, including timekeeping, mail distribution, onboarding/offboarding, and facilities requests.
• Collaborate with HR, Finance, and other departments to support operational and personnel-related activities.
• Identify opportunities for process improvement and contribute to service enhancement initiatives.
• Stay current with organizational policies, technologies, and best practices; mentor and assist less experienced staff as needed.

Minimum Qualifications:

• Minimum of five years of experience in a related role requiring confidentiality, timeliness, customer service, organization, prioritization, troubleshooting, strong attention to detail, and working independently to manage the schedules and administrative needs of multiple managers.
• Experience working with high-level executives, college deans, and faculty.
• Experience leveraging appropriate resources and technical tools to perform daily support tasks.
• Demonstrated proficiency with current computer technology and applications (e.g. word processing, spreadsheet, and collaboration applications).
• Experience creating grammatically correct, accurate, letters, memos, reports, and presentations.
• Experience managing travel arrangements and using a travel and expense management system.

A cover letter and resume are important submissions for the hiring team to get a sense of your experience. In the cover letter, in one page or less, please let us know how this role aligns with your career aspirations and skills. Submit both a cover letter and resume as one file.

Competitive salary available based on qualifications, experience and education of the selected candidate.

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.