Executive Administrative Assistant

Executive Administrative Assistant

Job Title - Executive Administrative Assistant

Position Class Type - Regular

Position Type - Staff

Kettering University is a national leader in experiential STEM and business education, integrating an intense academic curriculum with applied professional experience. We inspire students to realize their potential and advance their ideas by combining theory and practice better than any institution in the world. Kettering University is dedicated to achieving the extraordinary through technological innovation, leadership, and service, built on values that foster respect, integrity, creativity, collaboration, and excellence in growth, global leadership, community outreach, and an engaged community of stakeholders.

Benefits include health, dental and vision coverage; retirement benefits with up to a 9% Kettering matching contribution; life and accident insurance; tuition assistance and waiver programs; vacation and holiday pay; sick and disability pay; home purchase assistance program; recreation center membership; and many other benefits.

Position Status - Full-time

Preferred Qualifications - Experience with Enterprise Resource Planning (ERP) software, such as Banner and Argos. Knowledge of basic marketing and communications practices is preferred. Experience in higher education or a similarly complex organization. Adept at using computers and related software applications, especially Project Management software, Constant Contact (or other email marketing application), Smartsheet, Canva, Adobe, and ChatGPT.

Job Specific Required Qualifications - Bachelor's degree from an accredited university. Advanced proficiency in Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and related collaboration tools, with the ability to create, edit, and manage professional documents and communications. Strong proofreading and written communication skills required. Experience in recording keeping, correspondence and other written materials, monitoring a budget, taking, preparing, and disseminating minutes, maintaining confidential files, and researching or coordinating confidential matters involving personnel or legal matters. Understand and have a commitment to Kettering University Values: a. RESPECT: for teamwork, honesty, encouragement, diversity partnerships with students. b. INTEGRITY: including accountability, transparency and ethics. c. CREATIVITY: fostering flexibility and innovation. d. COLLABORATION: across disciplines and with all partners. e. EXCELLENCE: in all we do.

Posting Number - SP00483

Posting Date - 06/22/2026

Closing Date

Open Until Filled - Yes

Job Duties

Percent of total time - 35

Duties - Manage the Vice President of University Marketing and Communication's calendar. Arrange all appointments and meetings—both internal and external. Responsible for maintaining VP files for future reference. Carry out purchasing by creating purchase orders, prior authorization requests, and Ramp card transactions. Track and monitor purchase order transactions. Manage invoices and payments for services and goods ordered and acquired. Help other departments put in marketing requests. Forward "Contact Us" emails from the website inquiry form to the correct department/division. Screen telephone calls and visitors for the Vice President. Coordination with agency partners, meetings, etc Support the work of other UMC staff as necessary.

Percent of total time - 35

Duties - Using Smartsheet and Constant Contact, create, edit, and send out Bulldog Weekly (Bulldog Weekly is sent out every Tuesday before noon). Update communications lists in Constant Contact bi-weekly as new contact master lists are sent. Set up equipment for virtual meetings. Edit, proof, and, at times, develop written proposals, reports, and presentations for Board meetings and campus or enrollment events, and assist with meeting materials and event collateral, while maintaining strict adherence to the brand.

Percent of total time - 30

Duties - Access Banner data to track budget. Coordinate UMC-sponsored events (Merit Days, Auto Shows, Dept. Retreats, etc.). Coordinate Tradeshow logistics and planning in partnership with the University Events & Ceremonies team and other departments if necessary (order show services, coordinate staffing, facilitate shipping of materials, etc.). Set up yearly POs for regularly used vendors or for yearly contracts (Carnegie, Smartsheet, Meltwater, Merit, etc.). Help facilitate signatures and approvals for contract execution. Access the Carnegie Digital dashboard, CollegeXpress, Meltwater, and Merit to update data in the monthly reporting spreadsheet. Pull data from digital dashboards for presidential reports, including Cabinet Presentations, Board of Trustees reports, and presentations. Schedule and coordinate travel for UMC department team members. Process travel reimbursements for UMC team members. Help plan and organize travel itineraries and meeting arrangements, arrange pre-conference outreach communications, and coordinate travel arrangements for conferences such as Mackinac Policy Conference and CUPRAP. Access new freshmen data to upload into Merit for Summer and Fall terms. Serves as the media point of contact and escorts media or campus visitors as needed. Schedule meetings or events to support UMC work in collaboration with the University Events & Ceremonies team as necessary.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Please provide the specific name of the publication or website where you learned about this posting.
2. * Please describe your experience using Microsoft 365 applications in a professional setting. Include specific examples of how you have used Outlook, Teams, SharePoint, or other Microsoft 365 tools, such as their traditional suite of programs, to support your work, improve efficiency, manage information, or communicate with others.

Applicant Documents

Required Documents

1. Resume
2. Cover Letter
3. List of References

Optional Documents

1. Writing Sample