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Position Summary

POSITION SUMMARY

The Broad College of Business is seeking a highly collaborative, extremely responsive, detail-oriented, and technologically savvy Executive Staff Assistant to join our team environment and support the Dean of the College. The successful candidate will provide executive support to the Dean and other college leaders while exercising exceptional organizational and communication skills, sound judgment, problem-solving skills, and the ability to prioritize tasks while maintaining strict confidentiality.

The Broad College of Business creates and disseminates knowledge through collaboration, developing global transformational leaders who positively impact organizations and society. Our vision is to be a top-of-mind business school as reflected by the recognition of our brand, the reputation of our people, and the rankings of our programs. The Executive Staff Assistant will play an important role in realizing this vision by supporting the Dean’s engagement with both internal and external stakeholders. The Executive Staff Assistant is supervised by the Broad College Operations Manager.

DUTIES INCLUDE:

Executive Support to the Dean

• Facilitate the efficient utilization of the Dean's time through development and coordination of a complex calendar of appointments, meetings, and University, Broad College, and community functions with individuals and groups.
• Anticipate and assemble any document or information that the Dean may require for meetings and schedule meetings at the Dean’s request.
• Arrange meeting rooms and times; type, coordinate, and distribute agendas and meeting minutes to the Dean and meeting participants.
• Coordinate travel arrangements and itineraries; prepare travel requests, travel reimbursements, and other accompanying forms for the Dean.
• Send correspondence on behalf of the Dean and when needed, attend meetings and take notes in coordination with or on behalf of the Dean
• Maintain a filing system which supports the daily activities of the Dean.
• Provide on-site support and handle logistics for the Dean’s meetings.
• Create and edit documents, spreadsheets, and PowerPoint presentations using strong formatting skills to support the communication goals of the Dean and the College.
• Coordinate and prepare materials for meetings and annual events in which the Dean is involved.
• Review and direct mail and email including acknowledging, organizing, and drafting correspondence
• Assist with Dean’s social media presence – including making posts and interacting with stakeholders on behalf of the Dean
• Manage and reconcile expenses for the Dean in alignment with MSU policies
• Track and follow-up on project deadlines related to the work of the Dean
• Coordinate with the Broad College’s Office of Advancement to maximize the Dean’s involvement with the College Advisory Board, advisory boards throughout the College, and fundraising and alumni relations activities.
• Work closely with University Advancement and Broad College’s Office of Advancement to prioritize the Dean’s engagement of top donors and prospects.
• Coordinate donor and prospect visits at the direction of the Dean and in coordination with the Office of Advancement.
• Collect briefing and donor meeting materials for the Dean in collaboration with development team. 
• Develop and maintain a broad network of positive relationships with various on-campus offices, including the Provost’s Office, President’s Office, University Advancement, and Colleges, to facilitate the work of the Dean.

Board Management & Administrative Support 

• Provide support for the Broad College International Advisory Board, including event management, travel arrangements, creating and distributing meeting materials and maintaining board files, projects, and initiatives.
• Provide calendar management, administrative support and travel support for other College leaders (Associate Deans, Directors, etc.) in the Broad College as needed
• Provide support for the Broad College Executive in Residence program including administrative support, travel arrangements, and reimbursements for executives in residence.
• Maintain dean’s office files and manage processes related to the support of the Dean
• Additional administrative duties as assigned

Unit Specific Education/Experience/Skills

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive University work experience in maintaining account ledgers, word processing, spreadsheet, database, and presentation software; editing, composing correspondence, taking dictation; or an equivalent combination of education and experience.

Desired Qualifications

Proficient experience with Microsoft Outlook, Excel, Word, and PowerPoint software; ability to manage complex schedules; ability to work independently and with confidence to take initiative and to be proactive; familiarity and experience with university policies and procedures. Sensitivity to and appropriate handling of confidential information; detail-oriented with a high degree of accuracy, resourcefulness, and efficiency; desire to go above and beyond; demonstrated excellent communication and interpersonal skills; ability to interact with varied constituents in a timely, courteous, and professional manner; demonstrated work orientation that includes a focus on service, problem solving, teamwork, adaptability to change, a positive attitude, and continuous learning for self-improvement; comfortable using and learning new technology, software applications, and processes, specifically Enterprise Business Systems; ability to work under pressure with frequent interruptions; ability to interpret information to coordinate projects and respond to questions; demonstrated work orientation that includes a service focus, problem solving, teamwork, adaptability to change, and an appreciation of diversity in the workplace.

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Cover letter and resume required. 

Together-we-will Statement

Work Hours

Standard M-F 8-5. Some evenings and weekends may be required.

Website

https://broad.msu.edu/

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding eligibility ends on 1/24/2023 at 11:55 PM

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