Executive Staff Assistant

Position Summary

The Office of the President at Michigan State University is seeking a dynamic Executive Staff Assistant to support its operations. Reporting directly to the Chief of Staff, this position provides administrative support to both positions. Duties include assisting both positions with managing calendar schedules, ensuring appointments, meetings, and university events are accurate and appropriate; assisting with meeting preparation and event materials for appointments, events and committees; assisting with the coordination and hosting of activities for the Office of the President, including commencement and special events; gathering, screening, prioritizing and relaying sensitive information received from university trustees, executives, faculty, staff, students and external constituencies; maintaining sound judgment and strict confidentiality; interpreting and summarizing materials in order to keep the Chief of Staff informed of pertinent events and information; assisting with maintaining a filing system that supports daily activity; interpreting university policies and administrative procedures; developing, promoting and maintaining positive relationships with various offices, on and off campus; and working with other team members to cross-collaborate on projects. Handles all travel arrangements and reimbursements for the COS as well as for the Special Advisor to the President positions. This position will courteously and professionally interact with trustees, executives, faculty, staff, students and external constituencies. The candidate must be able to complete work with frequent interruptions, handle diverse and multiple tasks and prioritize work in the context of a busy, high-activity work environment.

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

Completion of a four-year college degree program in business, public administration, or a related field.  Knowledge of the university structure, policies and procedures; excellent communication, organizational and interpersonal skills; ability to handle multiple tasks, details and prioritize work; excellent grammar, writing, editing and proofreading skills.  Proficient in Microsoft Outlook, Word, Excel, and PowerPoint software; experience with technology, software applications, and processes, specifically Enterprise Business Systems (EBS) or other central administration systems; ability to interpret information in order to coordinate projects and respond to questions; demonstrated work orientation that includes a service focus, accuracy and attention to detail, problem solving, teamwork, adaptability to change and an appreciation of diversity and inclusion in the workplace. 

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.

Work Hours

STANDARD 8-5