Executive Assistant to the Vice Provost for Sustainability and Climate Action

Job Title

You will perform a variety of administrative and executive support activities in the Office of the Provost for the Vice Provost for Sustainability and Climate Action.

This is a hybrid position, requiring a minimum of three days of work on-site in Ann Arbor, Michigan. Salary range for this role is: $83,000 - $95,000.

Responsibilities

• Maintain the Vice Provost's complex calendar by scheduling in-person meetings, virtual meetings, and conference calls, often including multiple participants with challenging schedules
• Manage the Vice Provost's domestic and international travel, including coordinating the Vice Provost's itinerary (e.g., stakeholder meetings, events, and speaking engagements)
• Support and coordinate meeting preparation, including creating agendas, presentations, briefings and itineraries, post-meeting notes, and following up on action items. Support the tech needs required for collaboration with university offices and global partners
• Manage the Vice Provost's incoming email with confidentiality by triaging email, inquiries, and correspondence. Draft, edit, and send correspondence on their behalf. Manage email distribution lists for different groups and stakeholders
• Coordinate logistics of in-person meetings, conferences, and events, including travel itineraries, room reservations, refreshments, and materials preparation. Coordinate schedules for visitors and visiting international delegations
• Assist the Vice Provost in managing projects and deadlines and improve their workflow
• Represent the Provost's Office to a broad range of individuals
• Process and track financial transactions related to P-Card reconciliation, purchase orders, and office-sponsored projects. Process reimbursements
• Answer phone calls and route them to the appropriate team member
• Partner and collaborate with University stakeholders on initiatives, including managing project plans, project coordination, and maintaining project files
• Assist with the team's recruiting efforts (coordination of interviews, onboarding, off-boarding)
• Collaborate with the Vice Provost's reporting units and partner with business administrators supporting sustainability and climate action activities on various HR functions
• Provide back-up support to other office staff in the Provost's Office

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience
• 5+ years of experience providing administrative or executive support to senior-level leaders
• Experience managing complex calendars, scheduling, and competing priorities for senior/executive leaders
• Expert-level proficiency with Microsoft Office Suite, Adobe Acrobat, Dropbox, Zoom, and Google collaboration tools
• Experience coordinating executive-level meetings, travel, events, and/or other complex logistics
• Experience working with confidential or sensitive information in a professional setting

Why Work at Michigan?

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

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.

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 any time after the minimum posting period has ended.

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.