Executive Secretary

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.

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

The College of Literature, Science, and the Arts (LSA) is the largest of the University of Michigan's 19 schools and colleges, enrolling more than 18,000 students. Within LSA, the Division of Undergraduate Education (UGED) is a large, complex organization that supports every LSA undergraduate through a wide range of programs and services. We are seeking an experienced, energetic Executive Secretary to join UGED's vibrant and collaborative community.

The Executive Secretary will serve as a trusted partner to UGED's senior leadership team, working closely with the Associate Dean, Assistant Deans, and Executive Director. This highly collaborative, people-centered role is well suited to someone who enjoys managing complex calendars, coordinating meetings and events, overseeing logistics and follow-up, and serving as a professional point of contact for faculty, staff, and students seeking assistance.

The successful candidate will exercise a high degree of initiative, discretion, and sound judgment when handling highly visible and often confidential matters. They will bring excellent interpersonal and communication skills, strong organizational and problem-solving abilities, careful attention to detail, and a commitment to providing outstanding service to faculty, staff, students, and visitors.

Key responsibilities include, but are not limited to, the following:

Executive Support: 35%

• Effectively manage the Associate Dean's and Assistant Deans' calendars, exercising a high level of discretion and independent judgment as to priorities.
• Work closely with the Undergraduate Education deans to maintain cohesiveness and efficiency within the department, to sustain our commitment to exceptional customer service, and to determine other duties and priorities necessary to support LSA Undergraduate Education.
• Respond on behalf of the Associate and Assistant Deans as appropriate, using tact, discretion, and diplomacy in matters of a highly sensitive and confidential nature, including issues requiring comprehensive knowledge of University and College policies.
• Manage communications, including responding to phone calls and emails; manage communications as requested by the Associate Dean, Assistant Deans, and Executive Director of Strategic Initiatives, assess urgency and triage inquiries or complaints.
• Provide support for leaders' priority initiatives as needed

Coordination of Meetings and Events: 20%

• Coordinate and schedule meetings with University, College, departmental staff, faculty, students, and outside visitors.
• Provide hosting and administrative support for meetings as required, including collecting, preparing, and distributing materials to attendees, developing agendas, and handling follow-up on action items.
• Provide full event planning and management support for key meetings (e.g., directors' meetings).
• Attend meetings, take minutes/notes, track action items and decisions made, and generate all necessary follow-up correspondence to ensure work is completed as appropriate to support related projects, and to prepare for subsequent meetings.

Correspondence / Communication: 15%

• Initiate original correspondence requiring interpretation of policies; assist, edit, and prepare confidential and sensitive reports, and correspondence for the department leadership, Undergraduate Education directors' group and other key stakeholders as needed.
• Manage inquiries from faculty, students, and staff, coordinate meetings with university, college, departmental staff, and faculty.
• Provide support for the UG Ed Division website, making updates and user enhancements.
• Develop and utilize strategies for managing information across multiple systems including MBox, Google Drive, and Shared Drive. Create, update, and maintain email groups, rosters, org charts, and contact information.
• Maintain files, correspondence, and documentation in a confidential manner.

Additional…