Executive Assistant

About The Company The University of Michigan is a renowned institution committed to excellence in education, research, and community engagement. As one of the leading public universities in the United States, it fosters an environment of innovation, diversity, and academic rigor. The university offers a wide range of programs across various disciplines, supporting a vibrant campus community dedicated to advancing knowledge and societal impact. With a legacy of leadership and a focus on inclusivity, the University of Michigan continually strives to create opportunities for students, faculty, staff, and partners to excel and make meaningful contributions to society.

About The Role The Office of Budget and Planning (OBP) at the University of Michigan is seeking a highly organized and proactive administrative professional to support its annual budget cycle and provide high-level administrative assistance to the Executive Director. This role is vital in ensuring the smooth operation of budget processes, facilitating effective communication among university leadership, campus partners, and internal teams. The ideal candidate will be a detail-oriented problem-solver who thrives in a fast-paced environment, values accuracy, and demonstrates excellent interpersonal skills. The position involves a balanced mix of budget process coordination (65%) and administrative support (35%), directly contributing to the efficiency and effectiveness of the Office of Budget & Planning, the Provost’s Office, and other university stakeholders.

Qualifications

• Bachelor’s degree or an equivalent combination of education and experience
• Minimum of 4 years’ experience providing high-level support to executive or senior leaders
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, Dropbox, Zoom, and Google collaboration tools
• Exceptional written and verbal communication skills
• Strong organizational skills with a focus on accuracy and confidentiality
• Ability to work effectively in a dynamic, fast-paced environment
• Experience managing complex calendars, coordinating meetings, and handling multiple priorities simultaneously
• Familiarity with financial processes such as invoicing, journal entries, and budget tracking is preferred

Responsibilities

• Serve as a key partner in the university’s annual budget cycle, ensuring accurate and timely communication across units
• Manage scheduling for all budget meetings, including quarterly fiscal updates, supporting senior leadership throughout the process
• Draft and distribute official communications from senior university officials regarding budget materials and updates
• Coordinate and track all aspects of the budget process, including distributing, collecting, and organizing submissions and supporting documentation
• Act as the primary liaison to Executive Assistants across the Provost’s Office, facilitating the creation of the annual budget timeline and coordinating meeting schedules
• Process, track, and electronically file invoices, payments, and gift reports, collaborating with Shared Services for resolution
• Create journal entries to transfer funds and update financial records in the commitment database
• Maintain and update electronic budget files, ensuring data accuracy and timely revisions for financial planning and reporting
• Coordinate the year-end transfer of official records to the Bentley Historical Library
• Support quarterly meetings for the Academic Affairs – Budget Administrators’ Group (AA-BAG)
• Provide high-level administrative support to OBP leadership, including calendar management, travel arrangements, and project coordination
• Oversee general office operations, including expense reconciliation, facilities work orders, and procurement activities
• Lead event planning and logistics for office gatherings and meetings, both virtual and in-person
• Assist with HR processes such as merit cycle preparations, job postings, candidate scheduling, and onboarding
• Collaborate with Institutional Research to verify data for state reporting and institutional projects

Benefits

• Competitive salary range of $75,000 to $85,000 annually, commensurate with experience
• Comprehensive health, dental, and vision insurance plans
• Retirement savings plans with university contributions
• Generous paid time off, including holidays, vacation, and sick leave
• Professional development opportunities and tuition assistance programs
• Flexible work arrangements, including hybrid or remote work options (subject to department approval)
• Supportive work environment fostering diversity and inclusion

Equal Opportunity

The University of Michigan is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, or any other protected status in accordance with applicable laws and university policies.