Executive Assistant Associate

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Job Summary

The Office of the Chief Operations Integration Officer (COIO) is seeking a highly qualified Executive Assistant (EA) Associate to provide confidential and executive-level administrative support to members of the COIO team to include the Associate Chief Operating Officer (ACOO) Oakland County, and the Integration Management Office (IMO) Director. The EA is responsible for managing the ACOO's and Director's administrative needs to ensure that their time is effectively allocated and that they have the information/materials needed to advance the priorities of their respective roles. The EA will also provide calendaring support to the Enterprise Triad's Strategic Advisor.

The ideal candidate will have the ability to manage complex meeting scheduling while maintaining a high level of accuracy, efficiency and customer service. The EA will also support the crafting of communications and presentations on behalf of the leaders, provide basic project management support, collate and synthesize basic data, and will be expected to handle matters of confidential or sensitive nature appropriately.

The Executive Assistant Associate will report directly to the Chief Operations Integration Officer (COIO) Executive Assistant Senior.

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day

• 2:1 Match on retirement savings

Responsibilities*

• Provide advanced administrative support including complex calendar management; drafting and proofreading documents; managing priorities; preparing meeting agendas, materials, and minutes; serving as member of the Office of the COIO team and face of the ACOO and IMO Director.

• Facilitate the scheduling of virtual and in person meetings with multiple attendees with challenging schedules by communicating in a timely manner and providing logistical support such as agendas, AV, PowerPoint slides and meeting materials.

• Provide critical background information to the respective leader prior to meetings, ensuring the leaders have necessary context on meeting goals and participants.

• Manage the flow of issues, projects, and problems requiring either near-term responses or anticipatory preparations related to key initiatives.

• Support the preparation of PowerPoint slides for presentations, collating information from multiple sources, creating and following requisite templates, ensuring submission of materials for presentations by respective committee/governing body due dates.

• Support the crafting of internal communications by preparing drafts and proposing edits as needed. Assist with various correspondence, including those of a sensitive nature.

• Perform basic data entry and data/issue tracking for specific initiatives/projects as needed.

• Process reimbursements and prepare expense reports for leadership P-card or out-of-pocket expenses.

• Execute travel arrangements using, including preparing itineraries, agenda packets, and other travel arrangements.

• Exercise independent decision-making and interpreting, communicating, and applying organizational policy and Standard Practice Guidelines (SPG) in performing daily duties.

• Other duties as assigned.

Required Qualifications*

• Bachelor's degree or an equivalent combination of skills, experience, and education.

• 5 or more years of relevant high level administrative experience.

• Successful work history demonstrating effective process management and management of multiple complex tasks.

• Excellent computer skills with a strong working knowledge of Microsoft Office Suite, Google collaboration tools, Adobe Acrobat.

• Working knowledge of Zoom and/or other video conferencing tools.

Desired Qualifications*

• A flexible, customer service oriented, problem-solving attitude and willingness to work collaboratively.

• Excellent interpersonal/people skills with ability to interact with diversity of people both in and out of the University, and at different levels of the institution.

• Proven experience working with multiple stakeholders at all levels.

• Demonstrated ability to work independently, learn quickly, achieve high performance goals, and meet deadlines in a fast-paced quickly changing environment.

• Attention to detail and demonstrated organizational, interpersonal, oral, and written communication skills.

• Demonstrated ability to manage multiple assignments and projects with competing priorities and deadlines.

• Excellent work ethic and positive demeanor.

• Forward-planning skills, and the ability to efficiently and effectively prioritize and problem solve.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

Job Detail

Job Opening ID

256675

Working Title

Executive Assistant Associate

Job Title

Executive Assistant Assoc Hlth

Work Location

Michigan Medicine - Ann Arbor

Ann Arbor, MI

Modes of Work

Hybrid

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

Um Hospital

Department

MM Office of the COIO

Posting Begin/End Date

11/07/2024 - 11/14/2024

Career Interest

Administration

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