Executive Assistant to the Chief Transformation Officer

Details

Posted: 11-May-24

Location: Ann Arbor, Michigan

Salary: Open

Categories:

Staff/Administrative

Internal Number: 248832

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

The Transformation Office is looking for you to join our team as the Executive Assistant to the Chief Transformation Officer. Our office works to connect engineering and medicine to improve processes both in Michigan Medicine and in healthcare systems across the nation.

The Executive Assistant works closely with the Chief Transformation Officer (CTO) to develop and deliver projects at the intersection of engineering and healthcare to address institutional challenges. This individual will:

• Provide high-level administrative support to the CTO. Maintain the CTO's complex calendars and confidential email accounts, exercising independent judgment, anticipating needs, and ensuring seamless operations.
• Respond to inquiries on behalf of the CTO as appropriate, using knowledge of best practices, and discretion in highly confidential matters. Present high-level customer service practices.
• Coordinate with administrative support staff in the CTO's other academic appointments.
• Arrange meetings, often including multiple participants with challenging schedules. Coordinate committee activities and logistics and coordinate schedules for visitors. Support and coordinate meeting preparation, including creating agendas, presentations, briefings and itineraries, and supporting the tech needs required for collaboration with university offices and medical partners. Support travel arrangements and reimbursement activities.
• Draft work area materials such as briefings, newsletters, and other documents.
• Improve the CTO's workflow through schedule optimization, organization of meeting-prep and post-meeting notes, and following up on action items.
• Triage email, phone calls, inquiries, and correspondence. Draft, edit, and send correspondence on behalf of the CTO. Edit and proofread agendas, memos, and other documents.
• Oversee and manage email distribution lists for different groups and stakeholders. Makes editorial changes in materials, including limited rewriting, tables, and graphics; and independently checks for accuracy of content by referencing a variety of sources and researches and gathers information for content.
• Provide meeting support and management, including assistance in preparing for meetings (creating agendas, presentations, and other materials; gathering appropriate supplies) and occasional in-meeting support (note-taking, tech support).
• Provide logistical support and coordinate projects related to programs in Transformation Office and within the responsibilities of the CTO.
• Organize small projects; research and gather information for more complex projects.
• Partner and collaborate directly with other Transformation Office staff, including managing project plans, stakeholder engagement and initiatives, project coordination, website management, and maintaining project files.
• Assist with team's hiring and recruiting (coordination of interviews, on-boarding, off-boarding, etc.). Process and track financial transactions related to P-Card reconciliation and purchase orders. Process reimbursements.
• Partner with business administrators on various HR functions.
• Provide back-up support to other office staff in the Transformation Office.

• Bachelor's degree or equivalent combination of education and experience.
• 5+ years of experience with relative administrative experience supporting top-level leaders or executives.
• An ability to plan ahead, foresee possible challenges/plan changes, and provide clear context and information for each meeting. A high level of accuracy and attention to detail.
• Advanced proficiency in project management and organizational best practices, and in taking accurate minutes during executive meetings.
• Proficient with Microsoft Office software, Google Office infrastructure tools, and email platforms to create, edit, and distribute communications efficiently (e.g., mcommunity mailing groups).
• Commitment to diversity, equity, and inclusion.

Monday - Friday 9 -5

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.

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.

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.

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

 

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About University of Michigan - Ann Arbor
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For" survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.
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