Executive Assistant to Vice Provost, Sustainability

University Of Michigan; Ann Arbor (MI); Hybrid; USD 83,000 - 95,000; Full time

Job summary

The University of Michigan is seeking an Executive Assistant to the Vice Provost for Sustainability and Climate Action in Ann Arbor. This hybrid role requires three days on-site and offers a salary range of $83,000 to $95,000.

Key duties include managing complex calendars, coordinating domestic and international travel, preparing meetings and briefings, handling confidential communications, and supporting HR and project activities across the Provost's Office.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of experience providing administrative or executive support to senior-level leaders.
• Experience managing complex calendars, scheduling, and competing priorities for senior/executive leaders.
• Expert-level proficiency with Microsoft Office Suite, Adobe Acrobat, Dropbox, Zoom, and Google collaboration tools.
• Experience coordinating executive-level meetings, travel, events, and/or other complex logistics.
• Experience working with confidential or sensitive information in a professional setting.

Responsibilities

• Maintain the Vice Provost's complex calendar by scheduling in-person meetings, virtual meetings, and conference calls, often including multiple participants with challenging schedules.
• Manage the Vice Provost's domestic and international travel, including coordinating the Vice Provost's itinerary (e.g., stakeholder meetings, events, and speaking engagements).
• Support and coordinate meeting preparation, including creating agendas, presentations, briefings and itineraries, post-meeting notes, and following up on action items.
• Support the tech needs required for collaboration with university offices and global partners.
• Manage the Vice Provost's incoming email with confidentiality by triaging email, inquiries, and correspondence.
• Coordinate logistics of in-person meetings, conferences, and events, including travel itineraries, room reservations, refreshments, and materials preparation.
• Assist the Vice Provost in managing projects and deadlines and improve their workflow.
• Represent the Provost's Office to a broad range of individuals.
• Process and track financial transactions related to P-Card reconciliation, purchase orders, and office-sponsored projects. Process reimbursements.
• Answer phone calls and route them to the appropriate team member.
• Partner and collaborate with University stakeholders on initiatives, including managing project plans, project coordination, and maintaining project files.
• Assist with the team's recruiting efforts (coordination of interviews, onboarding, off-boarding).
• Collaborate with the Vice Provost's reporting units and partner with business administrators supporting sustainability and climate action activities on various HR functions.
• Provide back-up support to other office staff in the Provost's Office

Skills

Calendar management

Executive support

MS Office

Google Workspace

Zoom

Dropbox

Adobe Acrobat

Confidentiality

Meeting coordination

Education

Bachelor's degree

Tools

Microsoft Office

Adobe Acrobat

Dropbox

Zoom

Google Workspace

Job description

The University of Michigan is seeking an Executive Assistant to the Vice Provost for Sustainability and Climate Action in Ann Arbor. This hybrid role requires three days on-site and offers a salary range of $83,000 to $95,000.

Key duties include managing complex calendars, coordinating domestic and international travel, preparing meetings and briefings, handling confidential communications, and supporting HR and project activities across the Provost's Office.