How to Apply
A cover letter is required for consideration for this position and should be attached as the first page of your resume. To be considered for this position, the cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. Candidates who fail to meet this requirement will not be considered for the position.
Job Summary
The University of Michigan's International Institute (II) stimulates research and teaching on critical areas of the world and on international issues that cut across world regions and disciplines. The II's 16 centers and programs rank amongst the nation's finest in their respective fields of study and bring together faculty experts from across the U-M campus. In addition, six of the II's centers have been designated as U.S. Department of Education National Resource Centers.
The International Institute is seeking a skilled and experienced individual to provide executive-level administrative support in its central office. The successful candidate will demonstrate a mix of discretion, emotional intelligence, technical skill, and the ability to work effectively and empathetically with a diverse group of people including 50 regular staff, 18 faculty directors, and a large number of students, fellows, and instructors. The Executive Assistant reports directly to the Chief Administrator and receives a significant portion of their day-to-day work from the Institute Director.
Responsibilities*
Administrative Support
- Deliver a high level of support to the II Director and Chief Administrator including managing calendars, preparing expense reports, and arranging travel.
- Create annual schedule of meetings for center directors, leadership team, and staff. Issue invitations, distribute agendas and other materials, prepare meeting minutes, and follow-up on action items.
- Organize the logistics of weekly II Central meetings and special meetings that may arise.
- Compose and initiate original correspondence requiring interpretation of policies; prepare, edit, and type confidential and sensitive reports and correspondence for the Director.
- Manage communication and dissemination of information within II Central, as well as to the Institute at large.
- Coordinate the interview process for key staff roles in the II as needed. Serve as point of contact for job candidates, create interview schedules, and contact interview panel members.
- Assist with development activities, fostering strong relationships and supporting the Institute's strategic goals. Draft and send thank you letters to donors, organize fundraising solicitations, and assist Director with donor communications and meetings as needed.
- Represent the Institute with the highest level of professionalism when communicating with stakeholders both within and outside the Institute.
- Work as a team with highly-skilled staff in a fast-paced environment and foster a positive and engaged community. Model and inspire a positive, creative environment that cultivates learning and curiosity.
- Perform other duties as assigned in support of the long-term goals and objectives of the Institute.
Office and Institute Coordination
- Oversee daily operations of the II including reserving rooms, taking stock of and ordering supplies, ensuring shared office equipment is maintained, and sorting and delivering mail.
- Track office and workspace assignments and access, including for new faculty directors and staff. Coordinate with LSA IT, LSA Movers, and ITS Zoom Phone team to ensure that move-ins are smooth and that individuals have the equipment and access they need.
- Offer onboarding support to new staff employees, informing them of general II operating procedures and scheduling welcome meetings with the Chief Administrator.
- Update and maintain staff and director contact lists for internal directory and various email groups.
- Coordinate II Gallery. Review requests, schedule exhibits, and facilitate ongoing gallery maintenance.
- Complete the annual LSA Space Survey and Art Survey, including current information about space usage across more than three floors of Weiser Hall.
- Resolve operating problems in coordination with LSA and U-M Facilities and Operations.
Event Planning
- Schedule, plan, and organize II-wide events. These may include annual events such as the Fall Reception, Staff Awards Ceremony, and holiday party, as well as various team-building events for the II's 50 staff members.
- Organize and plan public conferences and events that involve multiple II centers. Create travel itineraries and coordinate travel-related arrangements for visitors to campus as needed.
Required Qualifications*
Five years of experience in an administrative support role. Excellent verbal and written communication skills. Demonstrated strong organizational skills and the ability to prioritize tasks effectively. Ability to handle highly confidential and sensitive matters/materials. Excellent computer skills with a high level of proficiency with spreadsheets, presentation software, and word processing including expertise in Microsoft Office, Google Workspace, and Zoom applications. Must demonstrate a collaborative, proactive, and goal-oriented approach to administration.
Desired Qualifications*
Bachelor's degree in international studies, area studies, or a related field. Experience providing administrative support to senior-level faculty, management, or executives in international and/or higher education. Familiarity and comfort with new technology, including project management applications.
Work Schedule
This is a full-time, year-round position. During the academic year, the Executive Assistant works a hybrid schedule spending four days on campus with the option of working remotely one day per week. The period from mid-May to mid-August allows for more flexibility at the discretion of the Chief Administrator and Director. The schedule needs to align with both the Director's schedule and the department's ongoing operational needs. Some evening and weekend hours are required. These hours will be scheduled well in advance and are only required a few times each year.
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
Additional Information
As one of the worlds great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.
To learn more about LSAs Mission, Vision and Values, please visit lsa.umich.edu/strategicvision.
Background Screening
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.
Application Deadline
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.
U-M EEO Statement
The University of Michigan is an equal employment opportunity employer.