Executive Assistant Senior

Weston&Sampson, Inc.; Kalamazoo (MI); On-site; USD 70,000 - 110,000; Full time

Job summary

Western Michigan University in Kalamazoo is seeking an executive administrative leader to plan, direct and perform high-level administrative activities for the VP of Business and Finance. This role operates independently, prioritizes critical tasks, and drives division initiatives while reflecting the university’s mission.

The position oversees staff, budgets, and office operations, ensuring smooth communication with internal and external stakeholders and maintaining confidential project

Qualifications

• Bachelor’s degree in related field from an accredited institution.
• 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.

Responsibilities

• Manages projects and activities. Serves as principal 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 communication to 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, student employees and employment decisions.
• Provides oversight and guidance to effectively address and resolve issues referred to the executive. Collects input regarding conflicts/issues, determines priorities and possible pathways for resolution, and initiates steps for resolution. If possible, resolves issues before they reach the executive. Facilitates contacts and problem-resolution referring issues to appropriate academic and administrative offices for follow-up as needed and to assure issues are resolved.

Skills

Executive support

Schedule management

Travel arrangements

Drafting correspondence

ERP systems

Databases

Education

Bachelor's degree

Tools

Databases

ERP systems

Job description

Posting Summary

College

College VP Business And Finance-DIV

Executive Area

Executive Area VP Business And Finance

Department

Department VP Business and Finance

Posting Number

Posting Number S1729P

Job Type

Job Type Full Time, Regular

Pay Type

Pay Grade

Pay Grade G

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 the executive. Works independently and sets priorities to manage critical and ongoing office functions. Directs and oversees projects or initiatives in the division and exercises discretion and judgment. Reflects, articulates, and promotes the mission, vision and identity of the University.

Major Duties

• Manages projects and activities. Serves as principal 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 communication to 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, student employees and employment decisions.
• Provides oversight and guidance to effectively address and resolve issues referred to the executive. Collects input regarding conflicts/issues, determines priorities and possible pathways for resolution, and initiates steps for resolution. If possible, resolves issues before they reach the executive. Facilitates contacts and problem-resolution referring issues to appropriate academic and administrative offices for follow-up as needed and to assure issues are resolved.

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.
• Advanced office software skills, including word processing, spreadsheets and presentations.
• Ability to manage and coordinate special projects.

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 a related field from an accredited institution, or an 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 willing to be appointed and serve?
  • Yes
  • No
• * Do you have advanced office software skills, including word processing, spreadsheets and presentations?
  • Yes
  • No
• * Do you have the ability to manage and coordinate special projects?
  • Yes
  • No

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