Executive Assistant to the VP of Legal Affairs, Audit and Compliance and General Counsel bei Wayne State University
Wayne State University · Detroit, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Detroit
Executive Assistant to the VP of Legal Affairs, Audit and Compliance and General Counsel
Wayne State University is searching for an experienced Executive Assistant to the VP of Legal Affairs, Audit and Compliance and General Counsel at its Detroit campus location.
Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.
Essential functions (job duties):
Job Purpose
Provide high-level administrative support for the Vice President of Legal Affairs, Audit and Compliance and General Counsel. In this capacity, the Executive Assistant will perform administrative duties of a complex and highly confidential nature. This role supports the Vice President and handles a wide variety of situations involving administrative functions of the office. Communicates with executives and staff which may involve unique situations, handling each differently, using judgement and discretion. Support goals for the division, manage projects, delegates assignments to direct report(s), assess and manage employee performance.
Essential Functions
Manages projects and activities. Serves as principal point of contact and advisor to the Vice President. Independently coordinates and manages projects and initiatives in the division, and exercises discretion and judgment to handle issues that are referred to the Vice President.
Manage and train assigned staff, delegates assignments and projects effectively. Assesses employee performance, provides coaching and performance feedback.
Provide day-to-day administrative support functions to the Vice President. Coordinate and maintain the Vice President’s calendar. Interprets requests, helps implement action, and determines priority and emergency matters.
Establish, organize, and maintain electronic and paper office files for the division.
Receive telephone calls/inquires, screen visitors, respond to requests, refer to appropriate staff and/or recommend action. Handle confidential and non-routine information.
Represents the Vice President regarding communication with internal and external associates. Contact and coordinate with stakeholders, outside agencies, as needed/directed.
Arrange and support division meetings and attorney meetings and manage administrative tasks for the division.
Assist in coordinating and distribution of public announcements/relations as needed.
Work as part of a team and/or take the lead in coordinating and planning organizational and joint collaborative meetings, communications, conferences, and events.
Keep ongoing business contact information for the Vice President.
Complete travel arrangements in coordination with the Business Affairs Office for the Vice President.
Attend meetings at the request of the Vice President, take minutes and report back as necessary.
Under guidance of the Vice President, coordinate and prepare materials for the Board of Governors, and other specialized boards and committees.
Work independently and/or with a team on special and nonrecurring and ongoing projects at the request of the Vice President, which may include planning and coordinating multiple presentations, disseminating information, and organizing university wide events throughout the year.
Serves as a notary public for the Office of General Counsel.
Oversee the coordination of floor building activities, maintenance, and repairs.
Perform other related duties as assigned.
WORK CONTEXT
Job Reports to: Vice President/AVP/Dean.
Leadership Accountability: Implements operating plans.
Supervisory Accountability: Supervises professionals and non-managers.
Organizational Accountability: Manages work group within a sub-unit of a department.
Financial Accountability: Approves expenditures.
Customer Accountability: Interfaces with officials and executives.
Freedom to Act: Operates with significant autonomy.
Qualifications:
MINIMUM QUALIFICATIONS
Education
Bachelor's degree.
Bachelor's degree from an accredited college or university with a major in business administration or management.
Experience
Specialist (minimum 5 years of job-related experience).
Five years of administrative support or secretarial experience, with at least one year experience serving as a Board or Executive Level secretary; or an equivalent combination of training and experience.
Knowledge, Skills, and Abilities
Business Acumen:
- Awareness of business environment, market trends, compliance matters and financial aspects of a business/legal setting. The ability to solve problems by identifying issues, analyzing causes, and developing solutions. Prioritize tasks, manage deadlines, and utilize time effectively.
Office/Administrative:
- Knowledge of office administration practices, procedures, protocols, and terminology.
- Knowledge of and ability to use standard office equipment, e.g., phones, copier, fax.
- Knowledge of parliamentary procedures and minute taking. Knowledge of and ability to perform filing practices and procedures. Ability to handle complex responsibilities such as conducting research, preparing statistical reports, and training other staff as needed. Ability to learn, follow and apply established regulations and procedures. The ability to type accurately at a speed necessary to meet the requirements of the job. Ability to maintain sensitive and confidential information.
Organizational:
- Ability to perform highly detailed work on multiple, concurrent tasks with constant interruptions and work under changing deadlines. Ability to organize, set priorities and exercise sound judgment within areas of responsibility. Ability to organize and maintain office and specialized files.
Analytical:
- Ability to make sound decisions. Ability to read and comprehend complex and technical documents. Analyze large and small data sets. Ability to analyze and solve a wide range of problems. Ability to accurately perform mathematical computations. Attention to detail and ability to provide sound recommendations.
Communication:
- Demonstrates exceptional interpersonal, verbal, and written communication skills, as well as the ability to communicate with tact and diplomacy with all constituents. Ability to establish and maintain working relationships with managers, employees and others encountered in the course of work. Ability to use tact, discretion, and courtesy in dealing with clients, the public, and others encountered in the course of the work. Knowledge of and ability to apply correct English usage, including spelling, grammar, and punctuation. The ability to communicate information in writing so others will understand. Ability to effectively understand and communicate verbally with others. Ability to understand and follow written and oral instructions. Ability to prepare clear, accurate and concise records and reports.
Management:
- Coaching and performance management; provides guidance, feedback and support to help team members improve performance. Provide constructive feedback.
- The ability to motivate and inspire by creating a positive and engaging work environment that encourages team members to perform at their best.
- The ability to build trust and rapport with their teams.
- Effectively delegate and assign tasks appropriately and providing support.
Computer:
- Expertise and advanced technical skills in Microsoft Excel and PowerPoint. Advanced office software skills. Knowledge of and ability to apply computer and technology skills to perform word processing, create spreadsheets, maintain databases, and use standard business software. Knowledge of and ability to use computer hardware, electronic database management and related software. Ability to work with written and computerized data. Familiar with emerging technologies and applications.
Preferred Knowledge, Skills, and Abilities:
- Notary Public of Michigan.
School/College/Division:
H88 - General Counsel
Primary department:
H8801 - VP General Counsel
Employment type:
- Regular Employee
- Job type: Full Time
- Job category: Staff/Administrative
Funding/salary information:
- Compensation type: Annual Salary
- Salary minimum: $59,000
- Salary hire maximum: $71,792
Working conditions:
• Normal office environment. • Occasional extended hours may be required.
Job openings:
- Number of openings: 1
- Reposted position: No
Background check requirements:
University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.
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