Executive Assistant, Marketing & Communications,Temporary

Job Summary

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The temporary Executive Assistant will provide complex, high\-level and specialized support to the Sr. Executive Director for Marketing \& Communications and support high\-level operations of the department. This position partners with the Sr. Exec. Director to administer budgets, personnel matters, facilities, and leads the administration of key internal and external meetings (i.e. Development Council and Chief Development Officer Meetings).

The temporary Executive Assistant will utilize resourceful, creative and independent judgment and thinking to facilitate a high level of function for the Sr. Exec. Director and the department as a whole. The position will collaborate with a wide range of University leaders including OUD Leadership Team and their support staff; University Executive Officers and their support staff. The position will maintain a high level of professionalism and handle confidential information.

Responsibilities\*

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Executive \& Administrative Support (45%)

• Represent (when needed) the Sr. Exec. Director using tact and diplomacy in matters of highly sensitive and confidential nature and those requiring comprehensive knowledge of University policies, including interactions with upper management and other University officials
• Respond in a timely manner to inquiries from within the department, the campus community, and the external constituency. Execute requests as appropriate and direct other matters to appropriate individuals for action
• Coordinate highly complex meetings, interviews and conference calls for the Sr. Exec. Director, anticipating needs and exercising discretion and judgment as to priorities
• Delegate incoming requests as appropriate and answering on their behalf as necessary
• Create and maintain systematic follow\-up systems; ensure that deadlines are met and materials are received on a timely basis
• Manage travel arrangements for Sr. Exec. Director
• Support department Directors with:

+ Calendaring

+ Meeting/event support

• Planning and agenda building
• Minutes (keeping on task)

+ Expense reporting

+ Project assistance (annual reports distribution, process planning, facilities planning, etc)

+ Professional development assistance

• Conference registration
• Travel accommodations
• Expense reporting

• Support team building activities by planning/coordinating retreats and holiday events
• Other duties as assigned

Project Management (35%)

• Management of key meetings with OUD, the Development Community and University Leadership.

+ Development Council ? approximately 350 attendees, monthly

+ Chief Development Officers ? approximately 50 attendees, monthly

+ MarCom Team Meetings ? approximately 30 attendees, bi\-weekly (calendar scheduling and technical support)

+ MarCom Leadership Meetings ? approximately 5 attendees, weekly (calendar scheduling only)

+ D35 Meetings \- approximately 80 attendees, quarterly

• Specific responsibilities include:

+ Manage all event/meeting logistics

+ Manage annual and individual program timelines

+ Manage the involvement of university executives and other presenters

+ Troubleshoots and resolves issues as they arise

• Archiving \- physical archives (basement)
• Other ad hoc projects as assigned by the Sr. Exec. Director

Budget Administration (10%)

In partnership with the Sr. Executive Director and department directors:

• Manage monthly reconciliations and forecasts
• Administer departmental budget process
• Manage recurring payments to Digital Engagement vendors
• Manage ad hoc payments for department spending
• Direct team on the use of departmental expense shortcodes
• Monitor departmental expense report approvals
• Other duties as assigned

Management of Personnel Activities (10%)

In partnership with the Sr. Executive Director and department directors:

• As a member of OUD's Onboarding Team, this role will partner with hiring managers to support new hire onboarding and offboarding processes for select positions. This includes but is not limited to: scheduling of onboarding itineraries; system access and training; business cards; maintaining listservs and contact info; and supporting a welcoming and inclusive experience for new employees \- contributing to a positive work culture and a sense of belonging in the organization.
• Serve as a liaison to People \& Culture as it relates to coordinating and facilitating the departmental onboarding process for sr. director\-level candidates
• Workforce planning as it relates to ensuring the department has adequate administrative support during peak work periods
• Other duties as assigned

Required Qualifications\*

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• Bachelor?s degree required.
• Minimum of five years of progressively responsible experience in development, higher education, client services or related field.
• Ability to manage competing and overlapping projects, priorities and deadlines for multiple stakeholders.
• Ability to work in a fast moving environment with sophisticated clientele and colleagues. Must be able to work with a high degree of discretion and confidentiality and appreciate an interdisciplinary and diverse university environment.
• Excellent organizational skills including time management, project management and attention to detail.
• Strong communication and excellent interpersonal skills, including a professional, client\-oriented demeanor, excellent knowledge of grammar and business correspondence.
• Systems and technological orientation with strong working knowledge of computer systems and expertise with Google Suite (docs, forms, sheets, g\-mail), Word, Excel, and PowerPoint.
• Innate curiosity and an anticipatory sense. Willingness to take risks and to challenge assumptions.
• Strong analytical and critical thinking skills.
• Demonstrated ability to apply good judgment and handle confidential materials and situations with sensitivity and discretion.
• Good problem solving skills.
• Initiative, flexibility and creativity.
• Experience in working in a team environment; ability to work independently and as a team member.
• Commitment to fostering a collegial environment with development staff, university colleagues, parents and donors.

Desired Qualifications\*

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• Familiarity with university processes and procedures.
• Previous experience with DART or other fundraising databases.

Modes of Work

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Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

U\-M EEO Statement

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The University of Michigan is an equal employment opportunity employer.

### Job Opening ID

275681

### Working Title

Executive Assistant, Marketing \& Communications,Temporary

### Job Title

OFFICE MISC (TEMP)

### Work Location

Ann Arbor Campus

Ann Arbor, MI

### Modes of Work

Hybrid

### Full/Part Time

Full\-Time

### Regular/Temporary

Temporary

### FLSA Status

Nonexempt

### Organizational Group

Vp For Development

### Department

OUD Marketing

### Posting Begin/End Date

3/31/2026 \- 4/21/2026

### Salary

$15\.00 \- $15\.00

### Career Interest

Temporary Job Opening