Administrative Assistant

MEMSPA; Lansing (MI); Hybrid; USD 57,161,000 - 63,039,000; Full time

Job summary

Michigan Virtual, a Lansing-based nonprofit, is seeking an Administrative Assistant to provide high-level day-to-day support to Senior Directors and executives. The role involves coordinating calendars, coordinating travel for conferences, and supporting multiple departments with project and document management.

You will help manage event logistics, prepare reports, and leverage AI tools to enhance daily workflows while maintaining data accuracy and privacy.

Qualifications

• Associates Degree or equivalent combination of education and experience.
• 2–3 years of administrative experience in a team-based environment.
• Experience planning and managing event logistics for gatherings of varying sizes.
• Intermediate proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Familiarity with AI tools and applying them to workflows.

Responsibilities

• Coordinate support for administrative functions for Senior Directors and Managers.
• Coordinate travel in the travel management platform for assigned departments.
• Lead event planning activities and logistics for education conferences.
• Maintain calendars and coordinate meetings, agendas, and communications.
• Prepare and manage documents, invoices, contracts, MOUs, and grant paperwork.

Skills

Event planning

Administrative support

Calendar management

Microsoft Office

Education

Associates Degree

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Deadline: October 19, 2026
District/Organization: Michigan Virtual
Position/Type: Other, full time
Salary: $19.91 – $22.00 per hour

POSITION SUMMARY:
The Administrative Assistant provides high-level, day-to-day support to the Senior Director(s)and the Senior Management team of the assigned department.This position is a key member of the office support team, which promotes consistency in core duties under the guidance of the Executive Administrative Assistant.Levels of support will vary between departments based on prioritized needs, requiring the ability to multi-task on a regular basis.

Great work doesn’t happen without great support.

Michigan Virtual is looking for an Administrative Assistant who is organized, resourceful, tech-savvy, and energized by helping people and teams succeed. From coordinating calendars and events to supporting leaders, managing details, and keeping projects moving, you’ll play an important role in the work we do to advance K–12 education.

This position is responsible for the coordination of travel, decoration, supplies, and inventory of materials to support a series of education conferences throughout the year. Included in this eventplanning is the submission of session applications, monitoring conference website for event changes, and record-keeping to ensure multiple staff are prepared to attend.

If you’re someone who anticipates needs, solves problems, enjoys event planning, and takes pride in getting the details right, we’d love to hear from you!

Michigan Virtual – Work that Makes a Difference

Michigan Virtual is a Lansing-based nonprofit 501(c)(3) corporation where every employee contributes to advancing K-12 education through digital learning, research, innovation, policy and partnerships. We believe that we have a responsibility to innovate K-12 learning by designing systems that are more flexible and more equitable to meet the needs of all students, no matter their situation. We employ over 300 full- and part-time teachers, professionals, and other staff who like to have fun at work and are committed to making a difference for students, educators, and families in the state of Michigan. Our Strategic Plan outlines our strategic priorities to support Michigan’s K-12 systems through 2030.

Our Mission

is to Maximize learning and teaching by bringing together the best in people and technology.

Our Vision

is to Be Michigan’s leader for innovation in education.

Our Values

• Put Learners First
• Act with Integrity
• Champion Diversity
• Commit to Excellence
• Cultivate Creativity

We believe in a culture of caring. A people-first culture that strives to make every employee feel welcome, heard, valued, and empowered to contribute while also maintaining a healthy work-life balance. Find out more about our culture, workplace, and benefits that support our employees.

Work That Makes a Difference. Culture That Makes It Possible.

As a non-profit organization that received funding from the State of Michigan, we give preference to residents of Michigan in hiring decisions.

ESSENTIAL FUNCTIONS & RESPONSIBILTIES

• Coordinates support for administrative functions and activities of the Senior Director, Senior Management team, and the Managers in each department and the teams, such as scheduling meetings, creating agendas, and other administrative support.
• Coordinates and completes travel in the travel management platform for the assigned departments.
• Works closely with department leaders in small and large event planning that includes internal and external guests.
• Coordinates all logistics and materials for staff participation in education conferences, including travel, supplies, decorations, inventory, session applications, and conference communications.
• Maintains accurate records and monitor conference updates to ensure staff have the information and resources needed to successfully participate.
• Reviewing of the Statewide Catalog course review for accuracy.
• Works closely with department leaders to assist with scheduling and projects as assigned.
• Updates tasks, projects, and reports in the project management software in collaboration with all teams.
• Facilitates and maintains key relationships and interactions across departments on behalf of one or more executives; ensures positive and productive internal customer relations.
• Maintains up-to-date individual and program departmental calendars, including coordinating telephone conferences and video and web conferencing.
• Replies to general information requests professionally with accurate information.
• Composes general correspondence, memos, charts, tables, and graphs; proofreads copy for spelling, grammar, and layout, making appropriate changes; and is responsible for accuracy and clarity of final copy.
• Assisting with the execution of department contracts. Creates, organizes, and manages documentation and files as needed, including invoices, contracts, MOUs, purchase order requests, and grant documentation.
• Assist leaders with maintaining fiscal records and budgets.
• Provides administrative support duties, including greeting guests, handling and distributing both packages and mail, handling the stocking and ordering of office and kitchen supplies, and following standard office/administration protocols and procedures.
• Leverages AI tools, where appropriate, to enhance efficiency and creativity in daily workflows, while exercising professional judgment to ensure accuracy, ethics, and data privacy.
• Provide backup support as may be needed by other departments.
• Provides power user support for video teleconference solutions and onsite Michigan Virtual conference rooms.

OTHER DUTIES AND TASKS

• Provide support and customer service to Michigan Virtual constituents via telephone, e-mail, and face-to-face interactions.
• May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects.
• Support approved activity and task requests submitted by Supervisors.
• Performs miscellaneous related duties as assigned.
• Associates Degree and/or an equivalent combination of education and experience.
• 2 to 3 years of administrative experience working in a team-based environment that includes a proven record of excellent service.
• Experience planning and managing event logistics for gatherings of varying sizes, including coordinating venues, travel, supplies, materials, communications, and other event-related needs.
• Intermediate proficiency in Microsoft Word, Excel, PowerPoint and Outlook, and navigating the Internet.

DESIRED EDUCATION and/or EXPERIENCE

• Experience in a non-profit environment.
• Excellent interpersonal, verbal, and written communication skills; professional demeanor.
• Strong technical skills.
• A working knowledge of artificial intelligence (AI) tools and applications relevant to the role, with the ability to use AI appropriately to support productivity, create new value, strengthen human connections, and improve work processes.
• Ability to maintain confidential correspondence and interactions.
• Demonstrated organization skills; ability to manage multi-task assignments from numerous departments simultaneously.
• On-time delivery of work product with attention to quality and accuracy.
• Self-motivated and detail-oriented with a focus on achieving results.
• Ability to adapt to new software platforms.

WORK ENVIRONMENT and/or PHYSICAL DEMANDS

• The work environment is that of a typical office and/or classroom setting.
  This role involves working at a computer, participating in virtual and in-person meetings, and communicating with colleague and external parties.
• The noise level in the work environment is usually low to moderate.
• Employees may need to remain in a stationary position for extended periods and use standard office equipment.
• Must be a Michigan resident.

Michigan Virtual is committed to creating an inclusive and accessible workplace. We welcome applicants of all abilities. We will provide reasonable accommodation for qualified individuals with disabilities in the application process and on the job. If you need reasonable accommodation at any point in the application or interview process, please contact us to discuss your needs.