How to Apply
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.
The Executive Assistant to the President of the University Musical Society (UMS) at the University of Michigan is a senior high-level administrative support position that requires performing advanced, diversified, strategic, confidential and administrative duties. Interfacing with, and often on behalf of the President, and senior staff members (known as M-Team), the Executive Assistant to the President also interfaces with UMS Board leadership, Board and National Council members, major donors, institutional partners, as well as U-M leadership and community. This position requires broad and comprehensive experience, skill and knowledge of good organizational practices, and the ability to quickly learn and become fluent in the current and future artistic, educational and community endeavors of UMS.
Practical areas of administrative support to the President include preparing and composing correspondence, memoranda, reports (including Power Point presentations), screening of calls and visitors, and working with the President to ensure good work-flow and efficient use of time and office resources. Also required is the preparation of all Board materials (with assistance from key UMS management), including minutes, agendas, and other executive materials as needed.
The President will also rely on the Executive Assistant for strategic advice, including the ability to analyze, compare, and evaluate various courses of action as well as the ability to make independent decisions within the scope of their responsibilities. This role also requires a keen understanding of fundraising and development operations and protocols, and is a key figure in determining the President’s schedule and prioritization of these activities, in close coordination with UMS development staff.
Under FSLA, this is the exempt job classification for this title.
Some specific duties and functions include, but are not limited to, the following:
- Maintain and strategically manage the President's calendar (in close consultation with the President), review and make travel arrangements, schedule and arrange meetings with a wide range of key constituents and partners, and triage incoming calls appropriately
- Create a welcoming, highly organized and efficient office environment, facilitating excellent communication between the President and all UMS departments, as well as supporting a strong UMS organizational culture
- Assist the President in prioritizing and accomplishing key organizational action items, ensuring follow up with relevant UMS Staff and Board leadership
- Serve as the primary conduit to Board and National Council members, in conjunction with the President, coordinating and/or creating all materials for the respective meetings, including M-Team reports and executive (and guest) presentations
- Record and transcribe minutes for a Board meetings, and select National Council meetings as needed
- Prepare and assemble materials for the President’s participation in Executive Committee, Nominating Committee, Governance Committee meetings, and provide additional assistance as needed to the Director of Administration and Finance in preparation for Budget & Finance Committee meetings
- Serve as the primary liaison with UMS development staff, working closely with the President and the Director of Development to ensure strategic prioritization of fundraising activities
- Serve as the primary conduit to U-M leadership and their respective offices, ensuring communications with key U-M leadership occur regularly, sustaining strong ties between UMS and U-M, and helping future coordination of community partnership
- A minimum of a bachelor’s degree or equivalent, and 3-5 years’ experience providing administrative and strategic support at the executive level
- Creative problem solving skills exercised with sound judgment and ability to anticipate emergent issues and needs, and to handle or advise appropriately
- Understanding of non-profit organizational structure and practices, including the development and fundraising areas, board and advisory group management, and engaging with audiences and/or the broader community
- Demonstrated success in working in a fast paced, team based environment handling sensitive matters, maintaining strict confidentiality and discretion when needed
- Strong organizational skills, proven ability to be detail oriented, handling multiple, complex tasks simultaneously, while meeting pressing deadlines
- Strong computer and technology proficiency, with high skill levels in Microsoft Word, Power Point, Excel, and with the ability to learn the UMS and U-M CRM systems
- Superior written and oral skills, and some comfort working with financial data as needed
- Excellent interpersonal skills, with the ability to effectively and compellingly communicate with internal and external stakeholders at all levels
- A strong interest in the performing arts and UMS, and a passion for helping the executive office consistently message this in its communications
- Experience in the U-M system and leadership a plus
- Reliable, punctual, and ability to flex schedule as needed is required
Job openings are posted for a minimum of seven calendar days. This job 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.