Executive Assistant & Admin. Coordinator / Executive Staff Assistant
Michigan State University

Job Info

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Job no: 1002586
Work type: Support Staff
Pay Grade: 11
Major Administrative Unit / College: Human Resources
Department: Human Resources 10070642
Sub Area: AP- Professionals
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Human Resources, Administrative Professionals- AP, Full Time (90-100%), Non-Union
Working/Functional Title

Executive Assistant & Admin. Coordinator

Position Summary

Are you looking for an opportunity to make a real impact in employees' day-to-day lives? Then MSU Human Resources is the place for you. Join our team as the next Executive Assistant and Administrative Coordinator for the Vice President and Chief Human Resources Officer! This position will serve as a critical resource for the Vice President and MSU Human Resources as the primary point of contact for internal and external constituents on matters pertaining to the Office of the Vice President. You will be developed into a go-to resource for the division and will have opportunities to build your network across the entire campus.

At MSU Human Resources, we have a firm commitment to serving the university with thoughtfulness and professionalism. The person in this position will support diversity, equity, inclusion, and belonging in every aspect and responsibility associated with the job.

What you'll be doing includes, but is not limited to:

Managing an extremely active calendar of appointments; planning, coordinating, and ensuring the Vice President's schedule is followed and respected. Working closely with the Vice President to keep them well-informed of upcoming commitments and responsibilities, following up as needed.

Serving as a "gatekeeper" and "gateway" for the Vice President, balancing priorities and creating win-win situations for effective time management.

Drafting, proofreading, and finalizing emails, memos, reports, and other documents, including correspondence of a highly confidential and sensitive nature. Ensuring that the Vice President's bio is kept updated.

Identifying and implementing process improvements to enhance the operational efficiency of the Vice President's office, leveraging technology and innovative solutions.

Arranging complex and detailed travel plans, itineraries, accommodations, agendas, and expense reports for the Vice President, other HR executives, and staff.

Coordinating hiring, onboarding, and other HR duties (e.g. salary changes, performance management) for the Vice President and other HR executives and managers.

Overseeing departmental parking, badge access, key distribution, and space allocation requests.

Managing the reconciliation transactions of electronic documents in the Kuali Financial System (KFS).

You will thrive in this role if you have:

Proficiency in current office software such as Microsoft Office for word processing, spreadsheets, presentations, virtual meetings, calendaring and scheduling, fiscal management, reporting, and records management, and social media

Demonstrated proficiency in written communication

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Very strong interpersonal skills and the ability to build relationships with peers and stakeholders; displays emotional maturity

Demonstrated proactive approaches to problem-solving with strong decision-making capability

Highly resourceful team-player, with the ability to also be extremely effective independently

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Forward looking thinker, who actively seeks opportunities and proposes solutions

Commitment to the organization's mission and values, with a passion for making a difference in higher education

Minimum Requirements

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five 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

• Bachelor's degree and 5 years of relevant experience or equivalent combination of education, training, and experience.
• Comprehensive customer service background, with significant experience in providing administrative support, particularly for senior executives, preferably within a higher education environment.
• Licenses or Certificates: Certified Administrative Professional (CAP) highly preferred.
• Demonstrated proficiency in business applications such as Microsoft Office, Adobe, and Concur.
• Skilled in engaging and working effectively with people from diverse backgrounds.
• Possess outstanding judgment in the handling of confidential materials and situations with sensitivity and discretion.
• Excellent attention to detail and demonstrated organizational and interpersonal communication skills.
• Proficient in current office software, including Microsoft Office for word processing, spreadsheets, presentations, virtual meetings, calendaring, scheduling, financial management, reporting, records management, and social media.
• Demonstrated proficiency in written communication.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Excellent interpersonal skills with the ability to build and sustain relationships with peers and stakeholders.
• Proactive problem-solver with strong decision-making skills.
• Demonstrates emotional maturity.
• Highly resourceful and adaptable team player, equally effective working independently.
• Proven ability to handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of customer and client service.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Committed to the organization's mission and values, with a passion for making a positive impact in higher education.

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

Work Hours

STANDARD 8-5

Website

https://hr.msu.edu/

Advertised: Nov 13, 2024 Eastern Standard Time
Applications close: Dec 3, 2024 Eastern Standard Time

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