Executive Assistant

Job Description

Job Description

We are seeking a dedicated and organized Executive Assistant to support the Chief Diversity Officer for a college in Lansing. This role is essential in ensuring the smooth and efficient operation of the Divisional office, managing administrative tasks, and serving as a key liaison between the Executive and internal and external stakeholders.

Key Responsibilities :

This position involves budget monitoring, supervising staff, and overseeing office services while providing high-level administrative support to the Executive, including managing schedules, handling confidential matters, preparing reports, and coordinating projects from start to finish. The Executive Assistant serves as a liaison between the Executive’s office and internal and external stakeholders, facilitating clear communication with college leadership, faculty, staff, and the broader community. They are responsible for producing data reports, supporting strategic planning efforts, and coordinating events, while also representing the Division at meetings and events. Monitor budget reports, review operating practices, and supervise office staff. Manage office supplies, maintain a clean and organized work environment, and oversee student employee training and scheduling. Oversee and coordinate daily Divisional office operations to maintain excellent customer service, efficient workflow, and fiscal responsibility. Serve as the main point of contact for the Budget Office, interpreting financial reports and assisting with budget planning.

The role requires a bachelor’s degree or equivalent experience, progressively responsible administrative support expertise, strong communication skills, and proficiency with office technology, with a preference for experience in educational institutions and familiarity with systems like Banner, D2L, Argos, and Microsoft Office Suite.

• Proficiency in ADP - Financial Services is required for effective financial management.
• Familiarity with Cisco Webex Meetings for organizing virtual meetings and webinars.
• Strong Calendar Management skills to organize and keep track of various schedules and deadlines.
• Excellent Communication skills, both verbal and written, for effective correspondence and interaction.
• Experience in managing Conference Calls to facilitate seamless communication among team members.
• Ability to handle Correspondence in a detail oriented manner, responding to emails and physical mails promptly.
• Coordinating Schedules for multiple individuals or groups to ensure smooth operations.
• Proficient in Meeting Schedule management to avoid overlapping of appointments and ensure timely meetings.
• Mastery of Microsoft Office Suites for creating documents, presentations, spreadsheets, and more.
• Experience in Conference Planning, from venue selection to agenda preparation.
• Willingness to be detail oriented in attending Conferences for development and networking.
• Experience in Booking Conference venues, equipment, and other necessary resources.
• Must have Administrative experience in an educational setting, preferably in a university.
• Experience in a detail oriented Administrative Office environment, managing various administrative tasks smoothly and efficiently.