Executive Secretary II

MSU Careers Details • East Lansing, MI

2d • Remote

About The Position

The Plant Research Laboratory at Michigan State University is recruiting an Executive Secretary II to provide comprehensive support to the department. We are seeking a proactive and highly organized professional demonstrating sound judgment and the capacity to manage multifaceted priorities, foresee departmental requirements, oversee the Director's calendar and meeting logistics, and facilitate travel coordination for the PRL department.

Requirements

• Knowledge normally acquired through completion of a high school education with coursework in word processing, typing, shorthand, spreadsheet, desktop publishing software, and grammar
• Five to eight years of progressively responsible administrative experience
• An equivalent combination of education and experience

Nice To Haves

• Five years in providing comprehensive support to leadership personnel.
• Possesses comprehensive understanding of office protocols and administrative functions within research and academic environments.
• Delivered high-level administrative assistance to executive leadership, encompassing calendar administration, meeting logistics coordination, and development of sophisticated written communications and analytical reports.
• Demonstrate proficiency in regulatory compliance standards, procurement methodologies, and documentation management systems applicable to large-scale research institutions.
• Facilitated organizational and external stakeholder communications, with demonstrated expertise in digital media administration and web-based content development.

Responsibilities

• Oversee the PRL Director calendar: This involves coordinating, scheduling, and confirming meetings and appointments for the Director of the unit. Given the nature of the meetings and the important level of individuals involved, the scheduling of meetings is complex; most include multiple attendees who also maintain complex schedules.
• Monitors and prepare correspondence for the Administrator to keep them informed of pertinent events and information. This also includes drafting responses, taking and transcribing dictation and sorting, reviewing and distributing mail.
• Monitors the operations of the department to ensure that procedures and policies are followed and to keep Administrator informed. This includes inventory management and oversight of procurement processes.
• Compiles information to produce periodic reports.
• Create and distribute the monthly PRL Insider Newsletter by compiling organizational narratives, scheduled events, individual accomplishments, and forthcoming initiatives.
• Maintains and reconciles the journal entry system of expenditures for fund accounts and notifies administrator of problems.
• Provides support for the routine operations of the PRL office and assists in supervising and training office personnel and undergraduate students and monitors the budget to oversee the day-to-day operations of the Department.
• Oversee and coordinate the travel processes for the unit to ensure that policies and procedures are being followed regarding pre-trip authorizations, conference registrations and expense reimbursements are being submitted properly.
• Performs other duties as required or assigned, which are reasonably within the scope of the duties in this job classification.

What This Job Offers

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