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Job Summary

Supporting the Executive Director and Associate Director, the Executive Secretary performs advanced, diverse, and confidential administrative and research support duties.  Responsible for handling all administrative details for projects of the Executive Director and Associate Director.  Arranges, organizes, and provides administrative support for organizational meetings and other business functions including ICLE Executive Committee, staff and product retreats, and advisory boards.  Prepares correspondence and oversees and coordinates finalization of reports and other documents.  Schedules and maintains calendar of appointments, meetings, and travel itineraries, and coordinates related arrangements.  Tracks, codes, and submits PCard expenses for the Executive Director and Associate Director, as well as staff attorneys.  Requires broad experience, skill, and knowledge of ICLE and University policies, procedures, and practices.  Within established guidelines, makes independent decisions regarding planning, organizing, and scheduling work.

Responsibilities*

40 %   Coordinates workflow and schedules.  Protects time for strategic work:

  • Acts as gatekeeper, managing calendars, scheduling meetings and appointments reflecting an understanding of priorities and reasonable work time needed.  Schedules work time to ensure priority work gets attention.  Screens and controls interruptions.  Responds appropriately to questions from staff and meeting requests.  Responds to email on director’s and associate director’s behalf as assigned.
  • Provides administrative oversight to projects managed by the director and associate director by managing due dates and important milestones with associated reminders, ensuring completion dates are met.  Sets up and manages “tickler” system.  Checks deadlines on incoming requests and puts preliminary work in play.
  • Provides meeting support.  Collects key meeting preparation materials and distributes in advance ensuring directors/managers are prepared.  For meetings led by Director and Associate Director, takes leadership role in developing agenda, meeting materials, presentations, logistical arrangements, and other meeting aides as needed.  Attends meetings and prepares meeting minutes, and action items.  Does other word processing, filing, and faxing.

25%   Arranges, organizes, and provides administrative and logistical support for organizational meetings:

  • Provides administrative support for ICLE Executive Committee work, including appointments, correspondence, and reports.  Includes posting and maintaining key organizational documents and reports on an intranet for Committee members.  Also handles logistics for these meetings including sending invitations, tracking attendance replies, reserving meeting space, the ordering, set up, and take down of food, handling meeting set up, and any issues that arise.
  • Schedules and oversees logistics for Advisory Board and other meetings with external participants, as needed, including sending invites, tracking attendance replies, pulling together and distributing background documents (e.g. agendas and minutes), reserving meeting space, ordering, setup, and take down of food, providing for AV and other supplies, handling meeting set up, and taking care of any issues that arise.  Represents Director,  Associate Director, and ICLE positively in dealing with guests and other external visitors by greeting them upon arrival, obtain and distribute parking passes, and providing them with general hospitality and assistance.
  • Provides administrative support for ICLE’s annual staff retreat, as needed and annual product planning retreat including research, facilities, support for agenda and materials preparation, distribution, evaluation, and follow up.  Also provides logistical support which includes ordering and set up of food and snacks, and setting up for meetings with outside consultants, Administrative Team, and Lawyers meetings.
  • Provides general meeting support for Director and Associate Director including: monitoring schedules, triggering the development of agendas, materials, and presentations.  Provides assistance and support, as needed.  Provides meeting and materials preparation assistance as assigned.  Handles filing and keeps files (hard copy and electronic) up to date.  Monitors deadlines and provides regular updates on meeting related projects.

20%   Creates correspondence, communication, and reports.  Completes special projects:

  • Leads, organizes, and provides support on special projects and reports as assigned including completing research, analyzing and recommending best approach, establishing objectives, determining priorities, managing time, working cooperatively with others and displaying good teamwork, monitoring progress, problem-solving, and making adjustments to plans.  Takes leadership role in composing and distributing staff communications as assigned.
  • Prepares, composes, and edits correspondence, memos, reports, and presentations for directors’ signatures or continued development including but not limited to, staff presentations, executive committee reports, core management reports, ACLEA presentations, etc.  Coordinates graphic support as needed.
  • Serves as collection and reminder point for communication that must be distributed to various groups.
  • Coordinates and handles communications about projects and reports.
  • Maintains confidentiality.  Assures discreet handling of all business.

10%   Provides general administrative support:

  • Prepares expense reports and PCard reconciliation for Director and Associate Director, as well as staff attorneys.  Includes coding invoices.
  • Makes travel and guest arrangements for Director and Associate Director, as well as staff attorneys.
  • Organizes and maintains files and records (written and electronic).
  • Maintains procedures to ensure consistent performance of routines.
  • Completes other secretarial duties (e.g. making copies, collating).
  • Attends major ICLE events to assist with set-up and registration on an as-needed basis.
  • Serves in back-up capacity for Administrative Assistant Senior and other administrative support staff as needed.

5%    Other duties as assigned    

Required Qualifications*

  • Bachelors’ degree in related field or equivalent combination of education and experience
  • Five years or more executive secretary experience.  Considerable progressively responsible administrative support experience
  • Considerable attention to detail and accuracy
  • Must be technologically proficient and possess advanced level computer skills including extensive Excel competency, Microsoft Word, Outlook, PowerPoint, and Adobe Acrobat (required to post Executive Committee reports).  Must be able to use databases like Microsoft Access.  Demonstrated ability to learn new software quickly
  • Strong internet and research skills.  Excellent communication skills, including the ability to draft from scratch with minimal direction.  Good editing and proofreading skills
  • Ability to multi-task and work quickly.  Comfort with change and ability to be flexible
  • Excellent organizational skills, including project coordination experience
  • Meeting management, preparation, set up, and logistics experience
  • Demonstrated ability to work well within teams and with the public

Desired Qualifications*

  • Experience using Concur desired
  • Familiarity with U-M policies and procedures

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.