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. In your cover letter, please indicate how you discovered this opportunity.
Market Title: Executive Secretary (100301)
Working Title: Executive Assistant, Leadership Gifts, International Giving and Engagement, and Presidential Development Activities
Office of University Development
Reports to: Assistant Vice President of Leadership Gifts, International Giving and Engagement, and Presidential Development Activities; Assistant Vice President of Leadership Giving
Summary: As an Executive Assistant, you will provide executive level support to the Assistant Vice President (AVP) of Leadership Gifts, International Giving and Engagement, and Presidential Development Activities, and Assistant Vice President of Leadership Giving. This includes all administrative support, travel and calendar management, and scheduling. The Executive Assistant will perform administrative duties that are often sensitive and confidential, and require strong organization, independent thinking and planning.
(50%) General Administrative Support:
- Coordinate complex calendars including the effective scheduling of complex meetings and conference calls for the AVP's, exercising discretion and judgment to ensure effective use of time.
- Obtain, prepare and organize background materials, agendas, and minutes for various meetings as requested, and maintain appropriate follow-up.
- Handle materials of a highly confidential and sensitive nature for the President’s Office, Vice President (VP) for Development Office, and high-end donors.
- Respond and act with tact, diplomacy and confidentiality on behalf of the AVP's in interactions with external constituents, such as the President’s Office, Regents, Executive Officers, faculty, staff and major donors, including inquiries requiring comprehensive knowledge of University policies. Provide timely responses to inquiries from within the department, from the campus community and the external constituency, and direct matters to appropriate individuals for action.
- Maintain systematic follow-up systems, ensure that deadlines are met and materials are received on a timely basis.
- Coordinate domestic and international travel arrangements for AVP's and International Giving team - including assembling necessary files, materials and supplies as well as prepare detailed itinerary for each trip; including visa applications, foreign event coordination, vaccine requirement research, etc.
- Review, sort and monitor incoming mail, and initiate necessary follow-up with AVP's and his/her delegate.
- Process all P-card information for AVP's.
- Order flowers or appropriate deliveries to be sent to donors and staff on special occasions as well as initiate Exception Flower and Gift Memos for signature of President’s designee.
- Respond to requests from the President’s Office for donor information from DART (development database); maintain information from DART for the President’s Office for their use in a timely manner; Retrieve and input data to and from DART; including constituent interactions and the Events Module.
- Assist the AVP of Leadership Gifts, International Giving and Engagement, and Presidential Development Activities and the AVP of Leadership Giving on special projects as assigned.
- Assist with front office reception duties as needed. This includes answering the phones, sorting, distributing mail and being available during off hours while AVP is traveling in other time zones.
(50%) Football, Presidential Briefing and Events Support:
- Create President’s Suite invitation and guest lists and briefing packets for the President for football weekend activities. Assemble for distribution to President and VP for Development. Oversee Regents Guest Area (RGA) volunteer process. Collect, assemble and distribute RGA briefing materials prior to each home football game.
- Distribute staff appreciation tickets in the event of ticket excess.
- Assist with other Presidential events including the annual Michigan Seminars.
- Maintain Agenda and Attendance List and for all President’s Advisory Group (PAG) meetings.
- Gather and assemble materials for the biannual PAG meetings and distribution to the President’s Office and to the Vice President for Development; Assist with PAG emails and mailings.
- Maintain database of PAG members, including confidential contact information.
- Coordinate with Presidential Briefings Coordinator in maintaining and coordinating the President’s development calendar, including calendar meeting preparation and follow-up assistance with high-level prospects, donors, and campaign volunteers and within the campus community.
- Coordinate details and written preparation of briefing materials for events involving major gift prospects, donors, the Office of the President, and other University representatives. Serve as Coordinator’s back-up as needed.
- Bachelor’s Degree or equivalent combination of education and experience.
- Commitment to fostering a collegial environment with development staff, university colleagues, prospects and donors.
- Strong communication and excellent interpersonal skills are required, including a professional, client-oriented demeanor, excellent knowledge of grammar and business correspondence.
- Excellent organizational and administrative skills including time management, project management and attention to detail.
- Innate curiosity and an anticipatory sense. Strong analytical and critical thinking skills.
- Demonstrated ability to apply good judgment and handle confidential materials and situations with sensitivity and discretion is required.
- Exemplary problem solving skills.
- Initiative, flexibility and creativity.
- Ability to work independently and as a team member; to set priorities and handle multiple assignments with competing deadlines.
- Systems oriented and technologically savvy with strong working knowledge of computer (Microsoft Office Suite, FileMaker, Google Suite, Doodle, etc.) and university systems (DART, Business Objects, Concur, etc.).
- Experience interacting with executive level and other high-level administrators and visitors.
- Familiarity with University of Michigan policies and procedures.
- Familiarity with budget maintenance.
For additional information about this position and to review other current openings in Development, please visit our website at: www.giving.umich.edu/careers.
The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.
The U-M development community is committed to attracting, developing and retaining a diverse and thriving workforce, and demonstrating respect and inclusivity for all.
Although the Posting End Date may indicate otherwise, this job may be filled and closed anytime after a posting duration of seven calendar days.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.