Executive Assistant to Provost | Strategic Admin & Projects

WMed; Kalamazoo (MI); On-site; USD 60,000 - 95,000; Full time

Job summary

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

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.

Responsibilities

• 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.

Skills

Executive support

Scheduling & travel planning

Office software proficiency

ERP systems experience

Education

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

Job description

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