Executive Secretary, Constituency Prgms /Executive Secretary II

MSU Internal Job Postings Details • East Lansing, MI

1d • Remote

About The Position

This position supports an Executive Director of Constituency Programs (EM) with a broad spectrum of responsibilities. The Office of Constituency Programs is the largest division within University Advancement and is responsible for providing leadership and management to MSU's 26 colleges and units that have independent development offices. Supporting and working with College Deans and non-academic unit Program Directors, the Executive Directors of Constituency Programs have 22 direct reports and close to 70 indirect reports. To effectively serve the Executive Director requires an organized, experienced, flexible and enthusiastic professional who possesses a consistent level of excellent communication and customer service skills, who enjoys a fast-paced and unpredictable environment, who is adept at preparing reports, who works with a high degree of accuracy, who works well under pressure, can anticipate needs and can independently prioritize tasks that require immediate attention, who can maintain highly confidential personnel information, and who is committed to providing exceptional service and support the Executive Director, the respective subset of constituency units, and to the donors and prospects managed by the Executive Director.

Requirements

• High school education with coursework in word processing, typing, shorthand, and grammar.
• Five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software.
• Ability to maintain highly confidential personnel information.
• Excellent communication and customer service skills.
• Ability to work well under pressure and anticipate needs.
• Ability to independently prioritize tasks that require immediate attention.
• High degree of accuracy.

Nice To Haves

• Bachelor's degree.
• Advanced knowledge of Microsoft Word, Excel, and PowerPoint.
• Experience working in large databases and developing reports.
• Solid skills in grammar, writing, and editing.
• Ability to proofread contracts and documents, including understanding basic mathematics.
• Strong organizational skills.
• Demonstrated experience to successfully work independently, as a team, and effectively prioritize workload.
• Desire to understand principles of fundraising and the role of development in a university environment.
• Proficiency in MS Office products, SunGard Advance, ART reporting tool, and EBS Systems at MSU.
• Experience in a professional fundraising environment.
• Ability to solve problems and use initiative.
• Demonstrated experience in analyzing, editing, and proofreading complex financial contracts and documents.
• Experience in planning and executing high-level events and functions.
• Focused and task-oriented.
• Dependable and enjoys collaborating with others and being part of a team environment.
• Outstanding customer service skills.
• Ability to maintain the highest level of confidentiality and sensitivity to personnel issues.
• Ability to work effectively under pressure.

Responsibilities

• Coordinate, schedule, and confirm meetings and appointments between the Executive Director and various high-level university personnel, including deans, unit directors, and other professionals. This scheduling is complex due to multiple attendees with demanding schedules.
• Serve as the front-line host for candidates interviewing for constituency development positions, initiating contact, coordinating with relevant offices and panels, and developing itineraries.
• Oversee potential summer Advance U student interns for Constituency Programs, managing onboarding, project tracking, and timesheet approval.
• Coordinate meeting logistics and assist the Executive Director with presentations, reports, and communications, including preparing Ascend and Cognos reports, Excel reports, PowerPoint presentations, and presentation packets.
• Schedule and prepare meeting materials for biannual mid-year reviews with constituency unit meetings and for annual operating planning and evaluations with Deans and DODs.
• Prepare and distribute necessary materials and productivity reports prior to meetings.
• Forecast, monitor, and analyze team member reports and constituency unit proposal activity.
• Schedule portfolio review meetings for development officers and prepare requested reports.
• Handle the creation of Teams folders and file organization for the Executive Director.
• Provide clerical support, including travel arrangements, requisitions and reimbursements, document preparation, mail handling, formatting letters, preparing briefing papers, and ordering supplies.
• Assist the Executive Director in establishing, monitoring, and managing the annual budget, including providing oversight of the unit's budget and ledger maintenance.
• Perform annual performance evaluations and routinely assess skills and effectiveness in supporting the Executive Director.

Benefits

• Consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED