Executive Assistant & Administrative Operations

University of Michigan; Ann Arbor (MI); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Hybrid work arrangement

Professional growth opportunities

Job summary

The Kelsey Museum of Archaeology at the University of Michigan is seeking an energetic Executive Secretary to provide essential administrative support to leadership and the unit. You will manage calendars, coordinate meetings, arrange travel, and supervise student staff while safeguarding confidential information.

This hybrid role offers opportunities for professional growth and requires strong communication, organizational, and project-management skills within an academic setting.

Qualifications

• Education and Experience: High school education or equivalent and more than five years of experience are required.
• Communication skills: Exceptional verbal and written communication abilities.
• Interpersonal skills: Ability to engage well with a diverse range of individuals.
• Organizational skills: Expertise in managing multiple tasks and scheduling.
• Technological proficiency: Proficient in calendar scheduling platforms and tools, Google suite, Microsoft, Zoom, Adobe Acrobat.
• Time management: Strong ability to manage time effectively and meet deadlines.
• Self-starter: Ability to set priorities, handle multiple tasks, and navigate changes efficiently.
• Mission-aligned: Embraces the mission and vision of the University of Michigan, LSA, and the Kelsey Museum of Archaeology.
• Integrity and trust: Demonstrates principles of integrity, accountability, sound judgment, collaboration, and innovation.
• Team player: Works effectively in team environments, as well as independently with minimal supervision.

Responsibilities

• Executive support to unit leadership and department meeting support.
• Arrange travel for director, visiting speakers, and departmental affiliates as appropriate.
• Organize standard unit meetings, including scheduling, creating agendas, set-up, and archiving minutes.
• Safeguard operational integrity by treating confidential information with discretion.
• Supervise team of student administrative assistants and interns.
• Maintain Kelsey Gateway files to ensure compliance with standards for record maintenance.
• Annually update org chart, committee assignments, and policies.
• Manage inventory and distribution of Kelsey publications.
• Procurement, facilities support, and finances: assist with purchasing needs and workflow.
• Serve as main point person for cash handling procedures and donor stewardship.
• Manage social media platforms for the museum in collaboration with the Social Media committee.

Skills

Communication

Interpersonal skills

Organizational skills

Time management

Self-starter

Team player

Integrity and trust

Mission alignment

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

Google Workspace

Microsoft Office

Zoom

Adobe Acrobat

Job description

The Kelsey Museum of Archaeology at the University of Michigan is seeking an energetic Executive Secretary to provide essential administrative support to leadership and the unit. You will manage calendars, coordinate meetings, arrange travel, and supervise student staff while safeguarding confidential information.

This hybrid role offers opportunities for professional growth and requires strong communication, organizational, and project-management skills within an academic setting.