Human Resources

Summary

The General Counsel and Secretary to the Board of Trustees of Michigan Technological University seeks a highly skilled Executive Assistant capable of operating with a high degree of autonomy and professional poise. The successful candidate will navigate complex priorities with minimal supervision, proactively identify process improvements, and maintain meticulous attention to detail. As a primary liaison for the office, the Executive Assistant must embody service excellence, engaging with a wide array of internal and external stakeholders in a sophisticated, direct, and professional manner.

Responsibilities and Essential Duties

1. Integrated Administrative Oversight: Coordinate, collaborate with, and provide high-level support to the various departments and personnel within the General Counsel’s portfolio, including Public Safety and Police Services, Compliance and Risk Management, Environmental Health and Safety, Biological and Radiation Safety, and Chemical Safety.
2. Executive Operations: Manage the daily operations of the Office of the General Counsel; oversee complex calendar management, prioritize meeting requests, and synthesize data for executive briefings.
3. Board & Executive Support: Coordinate comprehensive travel itineraries for the General Counsel and Board members, providing bespoke administrative support to Trustees as required.
4. Governance & Compliance: Lead the end-to-end planning and logistical execution of Board of Trustees meetings, collaborating with the Secretary to ensure full compliance with reporting requirements and university bylaws.
5. Digital Governance: Serve as the primary administrator for the Board’s portal (Diligent Board Books), managing the secure creation and distribution of highly sensitive materials.
6. Information Management: Maintain and audit departmental web presences to ensure regulatory compliance and the timely dissemination of information.
7. Fiscal Monitoring: Track and review budgetary expenditures and financial compliance for the Office of the General Counsel and provide high-level fiscal oversight for the aforementioned subsidiary departments.
8. Confidentiality: Maintain the highest standards of professional discretion when handling confidential or highly sensitive information, operating with extreme integrity at all times.
9. Public Inquiries: Assist with the processing of FOIA, FERPA, and other information requests in accordance with legal and institutional guidelines, as required.
10. Legal and Administrative Documentation: Provide stewardship for the creation, organization, and maintenance of legal and administrative templates and documents, ensuring exemplary proofreading and technical accuracy.
11. Systems Management: Utilize BANNER, Web Focus, Perceptive Content, and ASPIRE to track, access, and report departmental financial and administrative data.
12. Financial Administration: Process payroll reallocations, procurement, check requests, travel reimbursements, and purchasing card transactions in strict adherence to university fiscal guidelines.
13. Continuous Improvement: Commit to the mastery of continuous improvement strategies; actively engage in and apply University-wide improvement initiatives to everyday workflows.
14. Safety Compliance: Apply safety-related knowledge, skills, and best practices to all aspects of the professional environment.

Required Education, Certifications, Licensures

Bachelor’s degree or an equivalent combination of education and significant professional experience.

Required Experience

Substantial, progressive experience in administrative support, or a demonstrated record of success in roles requiring high-level execution of complex administrative responsibilities.

Desirable Education and/or Experience

Experience providing executive-level support within higher education, a C-suite environment, or a legal/corporate counsel setting.

Required Knowledge, Skills, and/or Abilities

• Ethical Leadership: Unwavering commitment to the highest standards of ethical behavior and professional integrity; ability to serve as a model of institutional values in all interactions.
• Technical Proficiency: Advanced command of Microsoft Office Suite, Google Workspace, and electronic document management systems.
• Project Leadership: Proven ability to manage high-stakes projects from conception to completion while adhering to rigorous timelines.
• Communication: Exceptional interpersonal and written communication skills, with the ability to remain composed and professional in a fast-paced, high pressure environment.
• Analytical Aptitude: Demonstrated experience in data analysis and the creation of executive-level presentations, including the synthesis of complex tables and graphical data.
• Stakeholder Engagement: Demonstrated success in, or potential for, engaging effectively with individuals possessing a wide variety of backgrounds, perspectives, and viewpoints.
• Occasional Front Line Service: The successful candidate will work in a team environment and will, at times, serve as a professional representative of the office, extending a high-standard of hospitality to visitors and directing them as appropriate.

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:
• Employee Safety Overview
• Anti-Harassment, Discrimination, Retaliation Training
• Annual Data Security Training
• Annual Title IX Training

Background Check:
Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

1

FLSA Status

Exempt

Appointment Term

12 months

Shift

-

Pay Rate/Salary

The salary range for this position is $73,000 - $77,000. However, the final salary will depend on experience and qualifications.

Title of Position Supervisor

General Counsel and Secretary to the Board of Trustees

Posting Type

Dependent on Funding