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 are directly relevant to it.

The mission of the University of Michigan (U-M) 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 place for foundational knowledge where creative thinkers engage with a complex, diverse, and changing world. As an integral part of LSA, the Kelsey Museum of Archaeology has explored the history and archaeology of the Mediterranean, North Africa, and the Middle East for nearly a century. Today, the Kelsey's faculty, staff, and students actively advance this legacy, leading innovative research and fieldwork that deepens our understanding of ancient cultures and engaging campus, national, and local communities with the enduring impact of material heritage.

The Kelsey Museum of Archaeology's mission is excavating the past, building community today. We seek an energetic and efficient individual to join a supportive and dedicated team of professionals in an environment that prioritizes professional growth for staff at all levels. The Executive Secretary plays a pivotal role in the administrative backbone of the unit and contributes directly and indirectly to the museum's mission of education, research, and outreach.

The ideal candidate for support and have exemplary communication skills, are a quick learner and multi-tasker, possess experience with providing administrative support, and have a thorough understanding of as well as interest in organizational procedures.

* Include but are not limited to the following:

Executive support to unit leadership and department meeting support

• Expertly manage director's calendar, committee engagements, meeting schedules (for university, college, departmental committees and with external visitors)
• Arrange travel for director, visiting speakers, and departmental affiliates as appropriate
• Organize standard unit meetings (IOC, Department), including scheduling; creating agendas; physical and technical set-up; and taking, distributing, and archiving meeting minutes
• Safeguard operational integrity by treating confidential information with discretion

Unit Administration and File Management

• Supervise team of student administrative assistants and interns, to assist with planned projects, events, and initiatives across the unit as needed
• Maintain Kelsey Gateway files to ensure compliance with LSA/U-M standards for record maintenance (personnel, financial, policies, other unit-wide documents)
• Annually update org chart, committee assignments, and policies as needed
• Manage inventory and distribution of Kelsey publications

Procurement, Facilities Support, and Finances:

• Maintain administrative supplies and equipment for the unit, ensuring procurement compliance and providing support for the purchasing needs of the unit's departments
• Submit work orders and custodial requests on behalf of the unit
• Serve as point of contact for annual space survey
• Manage the recording of checks and gifts
• Serve as main point person for cash handling procedures
• Monitor museum inquiries and general correspondence
• Handle outgoing and incoming mail and packages
• Assist with donor stewardship and membership initiatives
• Manage social media platforms for the museum in collaboration with members of the Social Media committee

• Education and Experience:
  
  High school education or equivalent and more than five years of experience are required
• Communication
  
  Skills:
  
  Exceptional verbal and written communication abilities
• Interpersonal
  
  Skills:
  
  Ability to engage well with a diverse range of individuals
• Organizational
  
  Skills:
  
  Expertise in managing multiple tasks and scheduling
• Technological Proficiency:
  Proficient in calendar scheduling platforms and tools, Google suite, Microsoft, Zoom, Adobe Oc
• Time Management:
  Strong ability to manage time effectively and meet deadlines.
• Self-Starter:
  Ability to set priorities, handle multiple tasks, and navigate changes efficiently
• Mission-Aligned:
  Embraces the mission and vision of the University of Michigan, the College of Literature, Science and the Arts (LSA), and…