Virtual EA

Working/Functional Title Executive Staff Assistant

Position Summary The College of Law Executive Staff Assistant provides high-level administrative, operational, and project support to the Dean and Chief of Staff. The position manages complex executive calendars, confidential communications, institutional reporting processes, and strategic initiatives on behalf of the Dean's Office. The Executive Staff Assistant serves as a key coordinator between senior leadership, faculty, staff, students, alumni, donors, university administrators, and external constituents, ensuring the efficient operation of the Dean's Office and the timely execution of institutional priorities.

DUTIES AND RESPONSIBILITIES Executive Leadership Support and Calendar Management Manage and coordinate the calendars, meeting requests, travel arrangements, reimbursements, and priority commitments of the Dean and Chief of Staff.

Assist in preparing reports, surveys, briefing materials, presentations, and executive correspondence.

Represent the Dean's Office in interactions with university administrators, faculty, staff, students, alumni, donors, and external constituents.

Strategic Projects, Reporting, and Administrative Operations Support the Dean and Chief of Staff in coordinating strategic initiatives, operational projects, and institutional priorities.

Maintain project plans, dashboards, timelines, status reports, and tracking tools.

Coordinate collection of information from administrative and academic units.

News, governance, and other institutional reporting processes.

Prepare issue summaries, briefing materials, decision-support documents, and executive reports.

Maintain organized records and version control for reports, submissions, and executive projects.

Communications and Constituent Relations Serve as liaison to executive assistants and administrative staff across Michigan State University.

Coordinate communications with the President's Office, Provost's Office, vice presidents, deans, and major administrative units.

Serve as liaison to external organizations including AALS, ABA, Big Ten Law Schools, and the State Bar of Michigan.

Confidential Processes , Governance, and Meeting Support Establish and maintain confidential physical and electronic files.

Assist with responses to confidential and time-sensitive matters, including FOIA requests, legal matters, and OIE issues.

Prepare, assemble, and distribute meeting materials.

This position requires occasional availability outside of standard business hours to support critical operations, respond to urgent matters, or participate in time-sensitive meetings or events.

Minimum Requirements Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive University work experience in maintaining account ledgers, word processing, spreadsheet, database, and presentation software; editing, composing correspondence, taking dictation; Desired Qualifications Bachelor’s or Juris Doctor degree

Experience in a university executive office or a private or public law firm working to support a managing partner or the leadership team

Excellent management of confidential office protocols and complex calendars

Experience working with computer applications including legal databases

Experience with project management software

Extensive knowledge of Zoom, Microsoft Teams, Skype, and Cisco Webex

Expert knowledge of the Microsoft Suite including Outlook, Excel, and PowerPoint and well as familiarity with complex internet systems

Knowledge of the legal profession

Equal Employment Opportunity Statement All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials Resume, cover letter, and three professional references.

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Remote Work Statement MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.