Executive Assistant to the Vice President of UA&M

Ferris State University•Big Rapids, MI

40d•Onsite

About The Position

The highly motivated Executive Assistant will provide advanced, high-level administrative support to the Vice President of University Advancement and Marketing. This role demands outstanding communication skills, both verbal and written, and the ability to handle highly confidential information with integrity and discretion. The successful candidate will manage the Vice President's schedule, coordinate extensive travel logistics, provide executive and tactical support for capital campaigns, manage logistics for high-profile donor meetings and asks, foundation board meetings and events, alumni events, and coordinate communication across the division. The assistant must be available to the team during, and outside of standard business hours when necessary, possessing an outstanding work ethic, sound judgment, and trustworthiness. Daily activities include consistent interaction with the President's cabinet, deans, associate vice-presidents, fellow executive assistants, the Ferris Foundation Board members, major donors, alumni, and community leaders. Position Type: Staff Required Education: Bachelor's degree including communication, marketing, management, and general business study. Required Work Experience: Experience working within a higher education institution, non-profit organization, or a fast-paced marketing/communications environment, working directly with senior executives and community Organization & Autonomy: Exceptionally well-organized, hard-working, and diplomatic, with the ability to work autonomously and prioritize tasks effectively in a dynamic environment. Confidentiality: Direct experience dealing with highly sensitive and confidential information with integrity. Technical Proficiency: Efficient with Microsoft Office Suite (Word, PowerPoint, Excel), and Outlook calendaring. Project Management: Strong organizational skills with the ability to prioritize tasks, meet deadlines, and follow through on all projects. Interpersonal Skills: Demonstrated ability to build and maintain positive relationships with diverse internal and external stakeholders (donors, media, faculty, staff). Adaptability: Proven track record of meeting deadlines and working under pressure, with the ability to anticipate change and react efficiently and expeditiously. Six years of progressively complex secretarial experience, including support to senior leadership.

Requirements

Bachelor's degree including communication, marketing, management, and general business study.
Experience working within a higher education institution, non-profit organization, or a fast-paced marketing/communications environment, working directly with senior executives and community
Exceptionally well-organized, hard-working, and diplomatic, with the ability to work autonomously and prioritize tasks effectively in a dynamic environment.
Direct experience dealing with highly sensitive and confidential information with integrity.
Efficient with Microsoft Office Suite (Word, PowerPoint, Excel), and Outlook calendaring.
Strong organizational skills with the ability to prioritize tasks, meet deadlines, and follow through on all projects.
Demonstrated ability to build and maintain positive relationships with diverse internal and external stakeholders (donors, media, faculty, staff).
Proven track record of meeting deadlines and working under pressure, with the ability to anticipate change and react efficiently and expeditiously.
Six years of progressively complex secretarial experience, including support to senior leadership.

Responsibilities

Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the University.
Maintain and manage a daily calendar of meetings and events.
Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
Arrange travel and accommodations for the VP and others as assigned. Prepare expense reports.
Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with.
Manage the VP's contacts
Assist in preparing and managing presentations and decks.
Be responsive to emails/texts/phone calls, with contact outside normal business hours
Welcome the VP's guests by greeting them, in person or on the phone; answering or directing inquiries.
Use discretion, confidentiality, and good judgment to handle all matters.
Represent the university and the VP in a positive light through great follow-through skills and sound judgment.
Conserve the VP's time by reading, researching, collecting and analyzing information as needed, in advance.
Complete adhoc projects as assigned.
Organize complex calendars and schedules; resolving any scheduling issues
Cultivates an environment of belonging that values, respects, supports, and celebrates individual similarities and differences, allowing students, faculty and staff to thrive authentically.
Support, promote, and develop university student enrollment and retention initiatives.
Any other duties assigned within the position classification area.