Administrative Assistant

Michigan Virtual•Lansing, MI

1d•$20 - $22•Hybrid

About The Position

The Administrative Assistant provides high-level, day-to-day support to the Senior Director(s) and the Senior Management team of the assigned department. This position is a key member of the office support team, which promotes consistency in core duties under the guidance of the Executive Administrative Assistant. Levels of support will vary between departments based on prioritized needs, requiring the ability to multi-task on a regular basis. Michigan Virtual is looking for an Administrative Assistant who is organized, resourceful, tech-savvy, and energized by helping people and teams succeed. From coordinating calendars and events to supporting leaders, managing details, and keeping projects moving, you’ll play an important role in the work we do to advance K–12 education. This position is responsible for the coordination of travel, decoration, supplies, and inventory of materials to support a series of education conferences throughout the year. Included in this event planning is the submission of session applications, monitoring conference website for event changes, and record-keeping to ensure multiple staff are prepared to attend. If you’re someone who anticipates needs, solves problems, enjoys event planning, and takes pride in getting the details right, we’d love to hear from you!

Requirements

Associates Degree and/or an equivalent combination of education and experience.
2 to 3 years of administrative experience working in a team-based environment that includes a proven record of excellent service.
Experience planning and managing event logistics for gatherings of varying sizes, including coordinating venues, travel, supplies, materials, communications, and other event-related needs.
Intermediate proficiency in Microsoft Word, Excel, PowerPoint and Outlook, and navigating the Internet.
Excellent interpersonal, verbal, and written communication skills; professional demeanor.
Strong technical skills.
A working knowledge of artificial intelligence (AI) tools and applications relevant to the role, with the ability to use AI appropriately to support productivity, create new value, strengthen human connections, and improve work processes.
Ability to maintain confidential correspondence and interactions.
Demonstrated organization skills; ability to manage multi-task assignments from numerous departments simultaneously.
On-time delivery of work product with attention to quality and accuracy.
Self-motivated and detail-oriented with a focus on achieving results.
Ability to adapt to new software platforms.
Must be a Michigan resident.

Nice To Haves

Experience in a non-profit environment.

Responsibilities

Coordinates support for administrative functions and activities of the Senior Director, Senior Management team, and the Managers in each department and the teams, such as scheduling meetings, creating agendas, and other administrative support.
Coordinates and completes travel in the travel management platform for the assigned departments.
Works closely with department leaders in small and large event planning that includes internal and external guests.
Coordinates all logistics and materials for staff participation in education conferences, including travel, supplies, decorations, inventory, session applications, and conference communications.
Maintains accurate records and monitor conference updates to ensure staff have the information and resources needed to successfully participate.
Reviewing of the Statewide Catalog course review for accuracy.
Works closely with department leaders to assist with scheduling and projects as assigned.
Updates tasks, projects, and reports in the project management software in collaboration with all teams.
Facilitates and maintains key relationships and interactions across departments on behalf of one or more executives; ensures positive and productive internal customer relations.
Maintains up-to-date individual and program departmental calendars, including coordinating telephone conferences and video and web conferencing.
Replies to general information requests professionally with accurate information.
Composes general correspondence, memos, charts, tables, and graphs; proofreads copy for spelling, grammar, and layout, making appropriate changes; and is responsible for accuracy and clarity of final copy.
Assisting with the execution of department contracts. Creates, organizes, and manages documentation and files as needed, including invoices, contracts, MOUs, purchase order requests, and grant documentation.
Assist leaders with maintaining fiscal records and budgets.
Provides administrative support duties, including greeting guests, handling and distributing both packages and mail, handling the stocking and ordering of office and kitchen supplies, and following standard office/administration protocols and procedures.
Leverages AI tools, where appropriate, to enhance efficiency and creativity in daily workflows, while exercising professional judgment to ensure accuracy, ethics, and data privacy.
Provide backup support as may be needed by other departments.
Provides power user support for video teleconference solutions and onsite Michigan Virtual conference rooms.
Provide support and customer service to Michigan Virtual constituents via telephone, e-mail, and face-to-face interactions.
May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects.
Support approved activity and task requests submitted by Supervisors.
Performs miscellaneous related duties as assigned.