Executive Staff Assistant

Position Summary

The Office of Research Regulatory Support (ORRS) seeks an energetic, engaged, and hard-working individual to support the Associate Vice President (AVP). The ideal candidate will be flexible and enthusiastic, possess a consistent level of excellent communication and customer service skills while enjoying a fast-paced environment. The work of this individual must be done with a high degree of accuracy while under pressure. This position will be able to independently prioritize tasks that require immediate attention. 

This will provide a wide range of support services including but not limited to: 

• Executive Scheduling & Coordination: Manage and optimize complex calendars for the Associate Vice President (AVP) of ORRS, coordinating high-level internal and external meetings with multiple stakeholders who maintain demanding schedules.
• Travel & Expense Management: Oversee all travel arrangements for the AVP, including conference registrations, transportation, accommodations, and itinerary planning. Reconcile travel expenses promptly and in compliance with university policies.
• Communications & Engagement: Draft, edit, and distribute internal and external communications, including ORRS newsletters.
• Records & Information Management: Develop, implement, and maintain efficient filing systems and records management processes to ensure accessibility, compliance, and accuracy.
• Facilities & Operations Oversight: Manage ORRS building responsibilities, including key distribution, space audits, and coordination of facility improvements. Act as the primary liaison with Infrastructure Planning and Facilities (IPF).
• Event & Meeting Management: Plan and execute ORRS events, committee meetings, and special functions. Responsibilities include agenda preparation, meeting minutes, logistics coordination, and follow-up actions.
• Customer Support & Office Operations: Serve as the primary ORRS front-line contact, directing phone calls, managing mail and packages, and ensuring smooth day-to-day operational support in collaboration with unit directors.
• Procurement & Supply Management: Coordinate and process supply orders exclusively for ORRS units, ensuring accuracy, cost-effectiveness, and compliance with university purchasing policies.
• Project Coordination & Process Improvement: Partner with the AVP and ORRS leadership team to track strategic projects, track deliverables/metrics, monitor timelines, and ensure accountability. Lead process improvement initiatives to enhance operational efficiency and service delivery.

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; or an equivalent combination of education and experience.

Desired Qualifications

• At least five years of experience in an administrative role in an executive office.
• Experience with MSU’s travel system.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent communication skills, both verbal and written, with a high level of professionalism.
• Ability to work independently with minimal supervision and collaborate effectively as a team while effectively prioritizing workload.
• Strong attention to detail and accuracy in completing tasks.
• Maintain the highest level of confidentiality and sensitivity to personnel issues.

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

Cover letter, resume, three professional references.

Work Hours

STANDARD 8-5

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.

Bidding eligibility ends October 14, 2025, 11:55 PM