Executive Assistant to the Chair

Executive Assistant to the Chair

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How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume, uploaded as a single document. The cover letter should address your specific interest in the role and how your experience aligns with the position.

Job Summary

As the Executive Assistant to the Department Chair, you will provide high-level administrative support and manage the administrative operations related to the Chair's office.

This is a highly visible role that contributes to the effective operation of the Chair's office and supports the department's teaching, research, service, and outreach missions. The successful candidate will join a collaborative administrative team committed to responsive service and continuous improvement.

This role requires initiative, sound judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced academic environment. The Executive Assistant to the Chair will coordinate complex calendars, communications, travel and expense processing, faculty appointment and recruitment processes, event logistics, committee support, and general departmental administrative needs.

The successful candidate will be proactive, dependable, collaborative, and comfortable working with confidential information. This position interacts regularly with faculty, staff, students, university partners, donors, visitors, and external stakeholders.

This position is eligible for a hybrid work arrangement at the discretion of the department and requires a minimum of three days per week on-site, with additional on-site days required during peak periods or based on departmental needs. Occasional work outside regular business hours may be required to support events, faculty recruitment, or urgent departmental needs. Overtime must be approved in accordance with university policy.

Responsibilities *

Executive Administrative Support for the Chair 50%

• Manage the Chair's calendar, travel itinerary, meetings, correspondence, and daily administrative priorities.

• Screen and respond to phone calls and email inquiries; greet visitors; route matters appropriately; and follow up as needed.

• Draft, edit, and prepare routine and confidential correspondence, memoranda, reports, presentations, and other documents.

• Maintain confidential electronic records, files, reports, and resource data for the Chair's office. Ensure designated staff members have appropriate access to non-confidential records and files.

• Process travel and expense reports in accordance with university policies and procedures.

• Exercise independent judgment in planning, prioritizing, organizing, and completing work.

• Build and maintain effective working relationships with the Dean's Office, faculty, staff, students, and external partners.

Faculty Appointment Support, Casebooks, Recruitment, and Leaves 20%

• Track, coordinate and prepare faculty appointments, reappointments, promotions, and tenure-related casebooks (formal documentation used in the faculty review process) for tenure track faculty, research faculty and lecturers.

• Support faculty recruitment processes, including candidate communications, interview schedules, travel arrangements, visit itineraries, and related documentation.

• Coordinate interview materials, job talks, and candidate visit logistics in collaboration with the Chair, Dean's Office, Associate Dean for Academic Affairs, faculty, and staff.

• Coordinate sabbatical and other leave request forms and approval routing.

• Track and coordinate joint and adjunct faculty appointments and related renewals in collaboration with College and departmental HR partners.

• Support the annual Faculty Activity Report process and maintain related faculty activity information.

Event Planning 10%

• Coordinate logistics and provide administrative support for Chair-led initiatives, departmental meetings, seminars, retreats, receptions, faculty candidate visits, conferences, advisory board meetings, and special events.

• Manage venue reservations, catering, invitations, RSVPs, event communications, guest travel, student temporary support, setup, and cleanup.

• Identify, reserve, and work directly with venues and caterers. Select menus within established budgets, oversee set-up and clean-up in event spaces, secure student temporary help as needed, arrange guest travel and lodging, and act as the departmental liaison to guests.

• Serve as a departmental liaison to guests, speakers, candidates, and event participants.

• Track event budgets and provide cost estimates as requested.

Meeting and Committee Support 10%

• Provide administrative support for departmental committees, advisory boards, faculty meetings, and special meetings.

• Prepare agendas, compile materials, attend meetings, take minutes, and distribute follow-up items.

• Coordinate logistics for in-person, hybrid, and virtual meetings.

General Department Administrative Support 10%

• Hire, train, schedule, and oversee temporary student office staff.

• Coordinate special donor acknowledgments and other high-priority departmental communications.

• Help maintain a welcoming and professional office environment.

• Provide back-up support to other administrative team members as needed.

• Perform other duties as assigned.

Required Qualifications *

• Associate degree or an equivalent combination of education and experience.

• At least three years of progressively responsible administrative experience.

• Demonstrated ability to manage multiple priorities, meet deadlines, and follow through with accuracy.

• Excellent written and verbal communication skills.

• Strong organizational, project management, and problem-solving skills.

• High level of professionalism, discretion, diplomacy, and service orientation.

• Demonstrated ability to handle confidential and sensitive information appropriately.

• Proficiency with Microsoft Office, Google Workspace, Adobe Acrobat or related tools, and web-based administrative systems, or the ability to learn new systems quickly.

• Ability to work independently and collaboratively in a complex environment.

• Ability to respond effectively to urgent needs and changing priorities.

Desired Qualifications *

• Bachelor's degree or equivalent experience.

• Five or more years of progressively responsible administrative experience.

• Experience in higher education, academic administration, research administration, or another complex organizational setting.

• Experience supporting executive-level calendars and/or faculty recruitment, appointment, promotion, tenure, or leave processes.

• Familiarity with University of Michigan policies, procedures, and administrative systems such as Emburse, SmartPath, or similar tools.

• Experience planning meetings, events, seminars, or candidate visits.

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 thework modes ( .

Work Locations

This position may be eligible for remote and/or flexible work opportunities at the discretion of the department. Flexible work agreements are reviewed annually and may change based on business needs. This position requires a minimum of three days per week on-site, with additional on-site days required during peak periods, events, recruitment activities, or other departmental needs.

Additional Information

• Occasional overtime or additional on-site work may be required during peak periods, events, or faculty recruitment activities.

• A salary above the posted range may be considered for an exceptionally qualified candidate.

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.

Job Detail

Job Opening ID

279270

Working Title

Executive Assistant to the Chair

Job Title

Executive Secretary

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

College Engineering

Department

CoE Aerospace Engineering

Posting Begin/End Date

6/25/2026 - 7/09/2026

Salary

$74,000.00 - $80,000.00

Career Interest

Administration

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