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Position Summary

Student Affairs at Michigan State University is seeking a highly organized, proactive, and professional Executive Staff Assistant to support the Vice President and contribute to the division’s mission of student success and engagement.

In this pivotal role, you will serve as the primary point of contact for the Vice President, managing a dynamic schedule of meetings, events, and engagements. You will anticipate needs, prepare materials for meetings and committees, and ensure seamless coordination of logistics for large-scale events and high-level interactions.

Key responsibilities include:

+ Managing the Vice President’s calendar, appointments, and travel arrangements with precision and discretion.

+ Preparing, reviewing, and organizing correspondence, including drafting responses and prioritizing communications.

+ Gathering, screening, and prioritizing sensitive information from university trustees, executives, faculty, staff, students, and external stakeholders.

+ Coordinating meetings and events, including logistics, materials, and follow-up.

+ Maintaining a well-organized filing system to support daily operations.

+ Interpreting and summarizing complex materials to keep leadership informed.

+ Ensuring strict confidentiality and sound judgment in all matters.

+ Navigating university policies and procedures to support administrative functions.

+ Fostering positive relationships across campus and with external partners.

+ Collaborating with team members to support cross-functional initiatives.

The ideal candidate thrives in a fast-paced, high-activity environment, demonstrates exceptional attention to detail, and can manage multiple priorities with professionalism and poise. This role requires frequent interaction with senior leaders, trustees, and community members, demanding a high level of courtesy, discretion, and communication skill.

Minimum Requirements

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

Completion of a four-year college degree program in business, public administration, or a related field. Knowledge of the university structure, policies and procedures; excellent communication, organizational and interpersonal skills; ability to handle multiple tasks, details and prioritize work; excellent grammar, writing, editing and proofreading skills. Proficient in Microsoft Outlook, Word, Excel, and PowerPoint software; experience with technology, software applications, and processes, specifically Enterprise Business Systems (EBS) or other central administration systems; ability to interpret information in order to coordinate projects and respond to questions; demonstrated work orientation that includes a service focus, accuracy and attention to detail, problem solving, teamwork, adaptability to change and an appreciation of diversity and inclusion 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

Resume and cover letter.

Work Hours

8am-5pm Monday-Friday with some evenings and weekends based on business needs.

Bidding eligibility ends July 29, 2025 at 11:55 P.M.