Job Description

Job Title :                     Executive Assistant

Reports to :                  President & Vice Presidents

Supervises :                 n/a

Summary :

The Executive Assistant is responsible for providing comprehensive support to the President, Vice

President of Academics and Vice President of Services and Operations, serving as a liaison to the

Board of Trustees, and managing the executive office operations. The Executive Assistant serves as

the primary point of contact for internal and external constituencies on all matters pertaining to the

Offices of the President and Vice Presidents. This dynamic position requires the ability to anticipate

needs, think critically, and offer solutions to problems with a high level of professionalism and

confidentiality. The Executive Assistant must have the ability to work independently on tasks and

projects, from conception to completion, and thrive in a multi-faceted role which requires the ability

to handle a wide variety of activities and confidential matters with discretion.

Essential Duties & Responsibilities:

President and Vice Presidents’ Office Management

• Represent MSP and the Offices of the President and Vice Presidents in a positive light through great follow-through skills and sound judgment. Welcomes all guests by greeting them in a professional manner, in person or on the phone; answering or directing inquiries.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the roles of the President and Vice Presidents, including those of a highly confidential or critical nature. Researches and prioritizes before determining the appropriate course of action, referral, or response, exercising judgement to reflect the President and Vice Presidents’ style and organizational policy. Communicates directly, and on behalf of the President and Vice Presidents, and responds to emails/texts/phone calls outside normal business hours, as needed.
• Complete a broad variety of administrative tasks that facilitate the President and Vice Presidents ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with employees and outside parties; composing and preparing correspondence; maintaining contact lists; and making travel arrangements.
• Provide calendar management for the President, Vice President of Academics and Vice President of Services & Operations. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Communicate directly, and on behalf of the President, with board members, donors, senior leadership staff, and others, on matters related to President’s programmatic and development initiatives.
• Support the President in drafting written communications and institutional messaging.
• Provide research support for the President and Vice Presidents as needed. Coordinate with other staff and community members for data, information and resources.
• Assist the President and Vice Presidents in monitoring and reconciling budgets, reviewing reports, processing purchases and completing expense and mileage reports.
• Assist the President with community outreach. Follow up on contacts made by the President to cultivate ongoing relationships.
• Participate in development activities to include donor research; assist the President and Vice Presidents in executing fundraising goals and strategies.
• Coordinate all executive meetings and retreats and assist with other events as needed.
• Respond to communications for the President and Vice Presidents’ Offices, and ensures phone coverage is provided during normal business hours.

Board of Trustees Support

• Create a strong relationship with and provide support for the Board of Trustees. Manage all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Maintain all board records and the information maintained on the Board portal.
• Assist with onboarding of new Board members and recognition of members leaving the Board.
• Maintain discretion and confidentiality in relationships with all Board members. Comply with policies set forth in the Board Manual and in bylaws regarding the Board and Board committee matters.

Institutional Operations

• Monitor room reservation requests, reserve spaces on the MSP calendar, send email confirmation; resolve room reservation conflicts.
• Update signage on classroom and lecture hall doors.
• Order supplies as needed for faculty, kitchen, and janitorial.
• Collect and distribute postal mail.
• Plan, organize and facilitate on campus events such as Professional Development Days, program specific events, graduation luncheon and afterglow, etc.
• Update phone system recordings when appropriate for the main campus and MSP clinic.
• Other duties as assigned.

Required Qualifications:       

• Bachelor’s degree and 3 years of experience or 2 years of college course work with a minimum of 5 years of experience in an executive assistant role.
• Minimum of 3 years of progressively complex administrative and customer service experience supporting senior leadership or C-level executives(s) - preferably in a higher education setting.
• Ability to maintain confidentiality.
• Strong service orientation with collaborative work style and ability to work independently.
• Strong critical thinking, problem solving ability and resourcefulness.
• Highly motivated and energetic with excellent interpersonal skills.
• Ability to oversee multiple projects at one time.
• A demonstrated commitment to fostering a climate of inclusion and diversity.
• Excellent written communication skills with strong attention to detail.
• Proficient in use of technology including Word, Excel, Google Docs and student information systems.

About Michigan School of Psychology

The Michigan School of Psychology, an independent not-for-profit graduate school, provides an educational climate which inspires students to live up to their potential, professionally and personally. Offering an APA accredited Doctor of Clinical Psychology degree, a Master of Arts in Clinical Psychology and a certificate in Applied Behavior Analysis, our mission is to educate psychologists today who will transform our world tomorrow.

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