The Executive Assistant Senior will provide executive level support in the Office of the Executive Vice President for Medical Affairs to the Chief Administrative Officer/Chief of Staff. This includes all administrative support, complex calendar management and scheduling. The Executive Assistant will perform administrative duties that are often sensitive and confidential and require discretion, strong organization, judgment and planning.
Chief Administrative Officer, Michigan Medicine
- Coordinate travel arrangements for EVPMA staff and executive recruits.
- Coordinate calendars including the scheduling of complex meetings that involve high-level executives.
- Prepare and organize background materials and agendas for various meetings on behalf of the EVPMA and the EVPMA Office, including:
- Leadership Huddles
- Michigan Leadership Team
- Michigan Medicine Leadership Group
- Michigan Medicine Planning Group
- Michigan Medicine Advisory Group in collaboration with Michigan Medicine Development
- Other project meetings as assigned
- Handle materials of a highly confidential and sensitive nature. Respond with tact, diplomacy and discretion in interactions with internal and external constituents, including the Regents, the President’s Office, Executive Officers, the community, patients, faculty, staff and major donors. Respond in a timely manner to inquiries and direct matters to the appropriate individuals for action.
- Process P-Card reconciliations, expense reports, purchase orders, Non-PO vouchers and other requisitions.
- Utilize the assistance of temps and lower level assistants in completion or delegation of tasks.
- Organize and assist with Leadership Town Halls and special events, as needed
- Assist with general office duties, including answering the telephones, setting up meeting rooms, initiating conference and video calls, ordering, sorting and distributing mail and greeting guests.
- Possess the ability to work independently and collaboratively as part of a high-functioning team under tight deadlines. Flexes schedule as needed for high profile meetings.
- Provide back-up as needed to other members of the team, including occasional support for the EVPMA.
- Represent the Office of the EVPMA, as needed.
- Bachelor’s Degree or equivalent combination of education and experience.
- More than 5 years of progressively responsible office experience.
- Strong communication and excellent interpersonal skills, including a professional demeanor, excellent knowledge of grammar and business correspondence.
- Possess advanced knowledge and demonstrated proficiency with Microsoft Office products including Word, Excel, Outlook and PowerPoint.
- Strong analytical and critical thinking skills.
- Demonstrated ability to apply good judgment and handle confidential materials and situations with sensitivity and discretion. Must maintain strict confidentiality in performing duties.
- Good problem solving skills.
- Initiative, flexibility and creativity.
- Excellent organizational skills including the ability to manage multiple projects.
- Ability to work independently and as a collaborative team member.
- Experience interacting with executive level and or other high-level administrators.
- Demonstrate existing comprehensive knowledge of the University of Michigan and Michigan Medicine organizational structure, culture, operations and procedures or the ability to quickly learn this information.
- Commitment to ongoing professional development.
- Demonstrated knowledge of presentation preparation in Microsoft PowerPoint and Excel.
- Familiarity with Adobe Acrobat for creating combined pdfs of meeting materials.
- Familiarity with timekeeping, payroll and the M-Pathways Human Resource Management System.
- Assists with new staff onboarding.
- Possess temperament to receive, document, transfer, and follow-up on sensitive calls
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.
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.