Executive Assistant

We are performing updates and maintenance to improve the applicant experience. As a result, the site will be unavailable from Saturday, August 8, at 9:00 p.m. ET through Sunday, August 9, at 8:00 a.m. ET. During this outage period, applications for job postings cannot be submitted. 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. Who We Are The Office of the Vice President & Secretary of the University operates under the direction of the President and supports the University of Michigan Board of Regents. The Office is responsible for facilitating board governance and managing the planning, coordination, and execution of Board meetings in partnership with university leadership. The Office oversees and coordinates highly visible institutional activities and is committed to professionalism, accuracy, confidentiality, service, and collaboration. Job Summary Reporting to the Vice President & Secretary and Assistant Vice President & Secretary, this position provides high-level administrative, operational, and professional support to the Office and the Board of Regents. The role serves as a key administrator in a dynamic, service-focused, and team-oriented environment, supporting the work of office leadership and contributing to the effective functioning of the broader team. The position requires the ability to manage multiple priorities in a fast-paced environment, discretion, critical thinking, and initiative. The individual in this role will effectively manage complex administrative processes, improve workflows, support communication, and ensure accurate and timely completion of office responsibilities. Responsibilities* Proactively manage calendars, meetings, and contacts for the Vice President & Secretary and Assistant Vice President & Secretary, exercising sound judgment, discretion, and confidentiality. This work requires coordination with members of the Board of Regents, regents' assistants, the President's Office, executive officers, and other staff. Provide administrative support to the Office of the Vice President & Secretary, assisting team members with office communications, records, meeting preparation, and special projects as needed. Serve as a professional and service-oriented team member for internal and external stakeholders, including members of the Board of Regents, executive leadership, faculty, staff, students, alumni, community members, and the public. Communicate clearly, accurately, and professionally on behalf of the Office, using strong written and verbal communication skills and adapting style and tone appropriately for the audience and situation. Prepare, proofread, edit, and distribute written and electronic communications and official records, including Regents' Proceedings, Board meeting minutes, emeriti certificates, memoirs and memorials, retirement correspondence, condolence letters, and other materials. Use Microsoft Office, Google Workspace, BoardEffect, Zoom, university systems, and other technology platforms effectively to support administrative operations, document preparation, meeting coordination, collaboration, workflow management, and recordkeeping. Support planning and execution of Board of Regents meetings, retreats, and related activities, including logistics, materials, communications, scheduling, and coordination with university partners. Work closely with the Associate and Assistant Secretaries and other team members to proof, organize, and coordinate Board of Regents meeting materials, ensuring accuracy, consistency, confidentiality, and timely completion. Manage travel arrangements for the Vice President & Secretary when traveling on behalf of the university, using judgment to anticipate needs, resolve issues, and ensure smooth logistics. Reconcile expense transactions and process travel and expense reimbursements using university systems, ensuring compliance with university policies and procedures. Apply critical thinking and independent judgment to identify issues, assess priorities, solve problems, recommend improvements, and support effective decision-making within the Office. Handle highly sensitive and confidential information with discretion, professionalism, and alignment with office and university standards. Contribute to a collaborative, team-oriented office culture by providing flexible support, sharing information appropriately, anticipating needs, and helping ensure continuity of office operations. Demonstrate a strong service orientation by responding promptly, professionally, and thoughtfully to requests, questions, and stakeholder needs. Support continuous improvement by identifying opportunities to enhance administrative processes, improve use of technology, streamline workflows, and strengthen office effectiveness. Maintain flexibility to occasionally work evenings or weekends in support of Board meetings, events, or other office priorities. Required Qualifications* A minimum of seven years of relevant high-level administrative experience, preferably in a higher education, executive office, governance, or business environment; equivalent education or experience will be considered. Bachelor's degree preferred. Exceptional written and verbal communication skills, with strong attention to detail, accuracy proofreading, and follow-through. Demonstrated ability to manage multiple priorities, deadlines, and complex administrative tasks in a fast-paced, service-oriented environment. Strong critical thinking, problem-solving, and decision-making skills, including the ability to assess situations, exercise sound judgment, anticipate needs, and determine appropriate next steps. Excellent interpersonal skills, with demonstrated initiative, professionalism, responsiveness, and consistent follow-through. Proven ability to interact with others in a friendly, open, tactful, and professional manner, including individuals at all levels of the university and external community. High degree of personal integrity, discretion, and ability to handle confidential and sensitive information appropriately. Strong proficiency with technology, including Microsoft Word, Excel, PowerPoint, Google Workspace, virtual meeting platforms such as Zoom, and the ability to learn and effectively use university systems and specialized platforms such as BoardEffect. Ability to use technology to improve efficiency, manage information, support collaboration, prepare polished materials, and strengthen administrative workflows. Proven teamwork skills, including the ability to support colleagues, contribute to shared priorities, and work collaboratively in a small, high-functioning office. Demonstrated capacity to work independently, take initiative, make appropriate decisions, and follow through on responsibilities with minimal supervision. Commitment to continuous improvement, professional growth, learning, and adapting to new tools, systems, and processes. Strong commitment to service excellence, including responsiveness, reliability, courtesy, and a solutions-oriented approach. Ability to foster an inclusive environment and work effectively with a diverse range of colleagues, stakeholders, and community members. Modes of Work The work requirements allow both onsite and offsite work and an employee has an expected recurring onsite presence. On occasion, the employee may be required and must be available to work onsite more frequently if necessitated by unit leadership or their designee and/or the job requirements. 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 . U-M EEO Statement The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities. #J-18808-Ljbffr