Executive Assistant

Wmujobs; Kalamazoo (MI); Vor Ort; USD 60.000 - 95.000; Vollzeit

Zusammenfassung

Western Michigan University in Kalamazoo is seeking an experienced administrative professional to provide executive-level support to the Provost and VP Academic Affairs. The role manages complex calendars, coordinates travel, drafts high-level documents, and oversees division initiatives with discretion and diplomacy.

Responsibilities include project coordination, data collection, budget oversight, staff supervision, and policy development, with opportunities to contribute to important campus

Qualifikationen

• Bachelor’s degree in related field from an accredited institution, or equivalent combination of education and experience.
• Five years’ relevant experience.
• Ability to provide executive-level administrative support including managing executive’s schedule and travel arrangements, drafting correspondence, attending meetings, and independently preparing high level reports and documents.
• Advanced office software skills, including proficiency in maintaining departmental-level databases and using and querying enterprise resource planning systems.
• Able to develop content for webpages; capable of monitoring budgets, including grant and gift funding, and resolving problems.
• Experience providing guidance to students or other employees.

Aufgaben

• Manages projects and activities; acts as primary contact and advisor to the executive.
• Represents the executive with internal and external constituents; communicates with tact and diplomacy.
• Coordinates data collection; prepares letters, memos, speeches, presentations and other documents.
• Manages office operations and departmental functions, including budget orders and repairs of office equipment.
• Supervises office staff and student employees; handles employment decisions and performance reviews.
• Assists the executive; organises meetings, schedules and travel.
• Develops office policies and responds to inquiries.
• Completes and coordinates HR and payroll functions.

Kenntnisse

Executive support

Scheduling & travel planning

Office software proficiency

ERP systems experience

Ausbildung

Bachelor’s degree in related field from an accredited institution

Notary Public of Michigan or willingness to be appointed and serve

Tools

ERP systems

Office databases

Jobbeschreibung

Posting Summary

College

College College Of Educ & Human Dvlpmt

Executive Area

Executive Area Provost & VP Academic Affairs

Department

Department College of Educ & Human Dvlpmt

Posting Number

Posting Number S1782P

Job Type

Job Type Full Time, Regular

Pay Type

Pay Grade

Pay Grade F

Campus Location

Campus Location WMU-Kalamazoo - Main Campus

Salary Range

Salary Range Pay is commensurate with qualifications and experience, combined with an excellent benefits package.

Number of Vacancies

Number of Vacancies 1

General Summary

Independently plans, directs and performs advanced, diversified and confidential administrative activities for an executive. Works independently and sets priorities to manage critical and ongoing office functions, directs and oversees projects or initiatives in the division and exercises considerable discretion and judgment.

Major Duties

• Manages projects and activities. Serves as principle point of contact and advisor to the executive. Independently coordinates projects and initiatives in the division, and exercises discretion and judgment to handle issues that are referred to the executive.
• Represents the executive with regard to communication with internal and external constituents. Demonstrates exceptional interpersonal, verbal, and written communication skills, as well as the ability to communicate with tact and diplomacy with all constituents.
• Completes multiple, diverse assignments. Coordinates the collection of data and information; proactively produces and edits letters, memos, speeches, presentations and other miscellaneous documents.
• Manages office operations and departmental functions, including budget orders as well as coordinating and overseeing repair of all office equipment.
• Directs and administers the management and administration of executive’s office functions and operations. This includes supervision of office staff and student employees, employment decisions, performance appraisals and disciplinary action.
• Provides assistance to the executive. Initiates, organizes and coordinates activities, meetings, schedules and travel.
• Develops office policies and procedures. Interprets policies and procedures for various constituents and responds independently to inquiries.
• Completes and coordinates human resource and payroll functions.

Minimum Qualifications

• Bachelor’s degree in related field from an accredited institution, or equivalent combination of education and experience.
• Five years’ relevant experience.
• Ability to provide executive-level administrative support including managing executive’s schedule and travel arrangements, drafting correspondence, attending meetings, and independently preparing high level reports and documents.
• Advanced office software skills, including proficiency in maintaining departmental-level databases and using and querying enterprise resource planning systems.
• Able to develop content for webpages; capable of monitoring budgets, including grant and gift funding, and resolving problems.
• Experience providing guidance to students or other employees.

Desired Qualifications

• Bachelor’s degree in related field from an accredited institution.
• Notary Public of Michigan or willingness to be appointed and serve.

Special Instructions to Applicants

• External applicants should use the WMU – Application.
• Internal applicants should use the WMU – Internal Application.
• Western Michigan University offers generous benefits to its employees including health, dental, vision, life and disability insurance, retirement, and tuition discount for the employee and tuition remission for eligible dependents. To access information about the specific benefits available for this position, go to: https://www.wmich.edu/hr/enrollment-staff .

Physical requirements and working conditions

• Office or other indoor work with minimal physical demands such as occasionally lifting/moving materials less than 25 pounds.
• Work is generally performed in a well lit, temperature-controlled indoor environment with occasional exposure to the outdoors and/or any number of elements.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Do you have a bachelor's degree in related field from an accredited institution, or equivalent combination of education and experience?
  • Yes
  • No
• * Do you have five years of relevant experience?
  • Yes
  • No
• * Do you have the ability to provide executive-level administrative support including managing executive's schedule and travel arrangements, drafting correspondence, attending meetings, and independently preparing high level reports and documents?
  • Yes
  • No
• * Do you have advanced office software skills, including proficiency in maintaining departmental-level databases and using and querying enterprise resource planning systems?
  • Yes
  • No
• * Are you able to develop content for webpages; capable of monitoring budgets, including grant and gift funding, and resolving problems?
  • Yes
  • No
• * Do you have experience providing guidance to students or other employees?
  • Yes
  • No
• * Do you have a bachelor's degree in a related field from an accredited institution?
  • Yes
  • No
• * Are you a Notary Public of Michigan or have a willingness to be appointed to serve?
  • Yes
  • No

Documents Needed To Apply

Required Documents

• Cover Letter
• Resume
• List of References

Optional Documents

• Other

WMU is an Equal Opportunity/Affirmative Action Employer. Protected veterans, individuals with disabilities and all other qualified individuals are encouraged to apply.