Executive Secretary

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

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that are directly relevant to it.

Who We Are

The mission of the University of Michigan (U-M) is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

The College of Literature, Science, and the Arts (LSA) is the place for foundational knowledge where creative thinkers engage with a complex, diverse, and changing world. As an integral part of LSA, the Kelsey Museum of Archaeology has explored the history and archaeology of the Mediterranean, North Africa, and the Middle East for nearly a century. Today, the Kelsey's faculty, staff, and students actively advance this legacy, leading innovative research and fieldwork that deepens our understanding of ancient cultures and engaging campus, national, and local communities with the enduring impact of material heritage.

Job Summary

The Kelsey Museum of Archaeology's mission is excavating the past, building community today. We seek an energetic and efficient individual to join a supportive and dedicated team of professionals in an environment that prioritizes professional growth for staff at all levels. The Executive Secretary plays a pivotal role in the administrative backbone of the unit and contributes directly and indirectly to the museum's mission of education, research, and outreach. The ideal candidate for support and have exemplary communication skills, are a quick learner and multi-tasker, possess experience with providing administrative support, and have a thorough understanding of as well as interest in organizational procedures.

Responsibilities*

*Include but are not limited to the following:

Executive support to unit leadership and department meeting support

• Expertly manage director's calendar, committee engagements, meeting schedules (for university, college, departmental committees and with external visitors)
• Arrange travel for director, visiting speakers, and departmental affiliates as appropriate
• Organize standard unit meetings (IOC, Department), including scheduling; creating agendas; physical and technical set-up; and taking, distributing, and archiving meeting minutes
• Safeguard operational integrity by treating confidential information with discretion

Unit Administration and File Management

• Supervise team of student administrative assistants and interns, to assist with planned projects, events, and initiatives across the unit as needed
• Maintain Kelsey Gateway files to ensure compliance with LSA/U-M standards for record maintenance (personnel, financial, policies, other unit-wide documents)
• Annually update org chart, committee assignments, and policies as needed
• Manage inventory and distribution of Kelsey publications

Procurement, Facilities Support, and Finances:

• Maintain administrative supplies and equipment for the unit, ensuring procurement compliance and providing support for the purchasing needs of the unit's departments
• Submit work orders and custodial requests on behalf of the unit
• Serve as point of contact for annual space survey
• Manage the recording of checks and gifts
• Serve as main point person for cash handling procedures
• Monitor museum inquiries and general correspondence
• Handle outgoing and incoming mail and packages
• Assist with donor stewardship and membership initiatives
• Manage social media platforms for the museum in collaboration with members of the Social Media committee

Required 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, AdobeOc
• 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, the College of Literature, Science and the Arts (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

Desired Qualifications*

• Education: A bachelor's degree or higher is desired
• Experience: At least five years of experience in an administrative support or similar role, preferably in an academic setting
• Calendar Management: Expertise in managing calendars and coordinating meetings
• Project Management: Basic knowledge of project management and direct work experience in a project management capacity
• Adaptability: Willingness to adapt to changing priorities
• Involvement in social media platform management

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes .

Additional Information

This is a hybrid position with 4 days in person days, possibility for 1 remote day/week.

The regular hours for this position are Monday-Friday, 8am to 5pm with occasional evening hours.

As one of the world's great liberal arts and sciences colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checksare performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days.The review and selection process maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.