Weston&Sampson, Inc. is hiring: Executive Assistant in Kalamazoo

Overview

Posting Summary

• College
• College College Of Arts And Sciences
• Executive Area Provost & VP Academic Affairs
• Department College of Arts&Sciences
• Posting Number S1332P
• Job Type Full Time, Regular
• Pay Type
• Pay Grade F
• Campus Location WMU-Kalamazoo - Main Campus
• Salary Range Pay is commensurate with qualifications and experience, combined with an excellent benefits package.
• Number of Vacancies 1

General Summary

• Independently plans, directs and performs advanced, diversified and confidential administrative activities for an executive. Works independently and sets priorities to manage critical and ongoing office functions, directs and oversees projects or initiatives in the division and exercises considerable discretion and judgment.

Major Duties

• Manages projects and activities. Serves as principle point of contact and advisor to the executive. Independently coordinates projects and initiatives in the division, and exercises discretion and judgment to handle issues that are referred to the executive.
• Represents the executive with regard to communication with internal and external constituents. Demonstrates exceptional interpersonal, verbal, and written communication skills, as well as the ability to communicate with tact and diplomacy with all constituents.
• Completes multiple, diverse assignments. Coordinates the collection of data and information; proactively produces and edits letters, memos, speeches, presentations and other miscellaneous documents.
• Manages office operations and departmental functions, including budget orders as well as coordinating and overseeing repair of all office equipment.
• Directs and administers the management and administration of executive’s office functions and operations. This includes supervision of office staff and student employees, employment decisions, performance appraisals and disciplinary action.
• Provides assistance to the executive. Initiates, organizes and coordinates activities, meetings, schedules and travel.
• Develops office policies and procedures. Interprets policies and procedures for various constituents and responds independently to inquiries.
• Completes and coordinates human resource and payroll functions.

Minimum Qualifications

• Bachelor’s degree in related field from an accredited institution, or equivalent combination of education and experience.
• Five years’ relevant experience.
• Ability to provide executive-level administrative support including managing executive’s schedule and travel arrangements, drafting correspondence, attending meetings, and independently preparing high level reports and documents.
• Advanced office software skills, including proficiency in maintaining departmental-level databases and using and querying enterprise resource planning systems.
• Able to develop content for webpages; capable of monitoring budgets, including grant and gift funding, and resolving problems.
• Experience providing guidance to students or other employees.

Desired Qualifications

• Bachelor’s degree in related field from an accredited institution.
• Notary Public of Michigan or willingness to be appointed and serve.

Special Instructions to Applicants

• External applicants should use the WMU – Application.
• Internal applicants should use the WMU – Internal Application.

Additional Position Information

• Finalists may be required to successfully complete skills assessments for grammar, proof reading, customer service skills, office manager skills, computer literacy, and bookkeeping.
• Western Michigan University offers generous benefits to its employees including health, dental, vision, life and disability insurance, retirement, and tuition discount for the employee and tuition remission for eligible dependents. To access information about the specific benefits available for this position, go to: https://www.wmich.edu/hr/enrollment-staff

Physical requirements and working conditions

• Office or other indoor work with minimal physical demands such as occasionally lifting/moving materials less than 25 pounds.
• Work is generally performed in a well lit, temperature-controlled indoor environment with occasional exposure to the outdoors and/or any number of elements.

Supplemental Questions

Required fields are indicated with an asterisk (*)

• * Do you have a bachelor's degree in a related field from an accredited institution, or equivalent combination of education and experience?
  • Yes
  • No
• * Do you have five years of relevant experience?
  • Yes
  • No
• * Do you have the ability to provide executive-level administrative support including managing executive's schedule and travel arrangements, drafting correspondence, attending meetings, and independently preparing high level reports and documents?
  • Yes
  • No
• * Do you have advanced office software skills, including proficiency in maintaining departmental-level databases and using and querying enterprise resource planning systems?
  • Yes
  • No
• * Are you able to develop content for webpages; capable of monitoring budgets, including grant and gift funding, and resolving problems?
  • Yes
  • No
• * Do you have experience providing guidance to students or other employees?
  • Yes
  • No
• * Do you have a bachelor's degree in related field from an accredited institution?
  • Yes
  • No
• * Are you a Notary Public of Michigan or willing to be appointed and serve?
  • Yes
  • No

Documents Needed To Apply

Required Documents

• Cover Letter
• Resume
• List of References

Optional Documents

• Other

WMU is an Equal Opportunity/Affirmative Action Employer. Minorities, women, veterans, individuals with disabilities and all other qualified individuals are encouraged to apply.