Michigan State University · 17 hours ago
Executive Secretary II
East Lansing, MI
Full-time
Hybrid
Mid, Senior Level
5+ years expMichigan State University is seeking an Executive Secretary II to provide high level support for the assistant dean for global learning and innovation and the Center for Global Learning and Innovation. The role involves managing calendars, arranging travel, attending meetings, and assisting with project management and administrative tasks.
EducationUniversities
Responsibilities
Provide assistance to the Assistant Dean for Global Learning and Innovation with general day to day operations of the office, which includes, but is not necessarily limited to the following:
Manage their calendar and provide support with planning and scheduling meetings and appointments
Organize and maintain files, documentation and records
Attend meetings and events with/on their behalf as requested and taking notes
Provide administrative support to Center for Global Learning and Innovation leadership including:
Route exchange and direct-enrollment agreements through the signatory process
Route exchange and direct-enrollment agreements to international partners or organizations after signatory process has been completed
Provide administrative and logistical support for inbound exchange student processing
Receive and prepare new program development proposal applications for review
Schedule meetings
Assist the center leadership with managing projects, conducting benchmarking research, prepare and edit correspondence, and with producing reports, presentations, and briefs
Responsible for event logistics including scheduling meetings, preparing agendas, writing and distributing minutes as well as ordering catering as needed for the Advisory Council on Education Abroad meetings, weekly leadership meetings and any other committee/group meetings for the center as requested by leadership
Arrange domestic and international travel for the Assistant Dean for Global Learning and Innovation, which includes preparing itineraries and processing and reconciling travel authorizations
Provide travel support and assistance to members of the leadership team as requested
Assist the finance office with processing international travel receipts for staff as needed
Process and reconcile travel authorizations for staff as needed
In coordination with the office manager, make arrangements for hosting external guests visiting the center when needed
Provide reception services including receiving calls, taking messages, routing correspondence, and receiving visitors
Complete other administrative duties as requested by leadership
Assist with special project coordination as assigned
Assist with Education Abroad course enrollment through communication with program coordinators, reviewing student’s ViaTRM applications and sending individualized enrollment requests to the Registrar’s Office
Prepare EA students’ international entry documents and coordinate their collection by students in the office and send electronic immigration documents to students for other programs
Communicate with students and families to assist with their EA applications or answer scholarship questions
Enroll EA students in the US Department of State’s STEP program
Serve as the Visual Compliance point person for the center which includes sending all potential partner institutions, collaborating international companies/vendors, international visitors, etc. through restricted party screening to ensure US governmental regulation compliance
Contribute to the profession of global learning, which may include attending and/or assisting with regional, national and international conferences each year as necessary/appropriate/fiscally feasible
Contribute to the field of global learning, which may include producing and/or assisting with scholarly publications, conducting outcomes assessment research, etc
Qualification
Required
Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar
Five to eight years of related work experience providing administrative assistance including calendar support, event/meeting coordination, word processing, editing, composing correspondence, spreadsheet and database software
An equivalent combination of education and experience
Preferred
Knowledge normally acquired by completing a college-level education
Experience as an executive assistant within a higher education or corporate context
Excellent knowledge of MS Office
Strong computer and internet research skills
Flexibility
Excellent interpersonal skills
Project coordination experience
Ability to work well with all levels of internal management and staff, students, outside clients, and vendors
Ability to provide a high level of professionalism, discretion and confidentiality
High level verbal and written communications skills
Exemplary planning, organization, and time management skills
Ability to work independently and manage multiple tasks simultaneously
Experience in international education, particularly education abroad
Proficiency in a language other than English
Knowledge of general University policies and procedures
Company
Michigan State University
Michigan State University has been working to advance the common good in uncommon ways for more than 150 years.
10001+ employees
H1B Sponsorship
Michigan State University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (163)
2024 (217)
2023 (224)
2022 (162)
2021 (121)
2020 (66)
Funding
Current Stage
Late StageTotal Funding
$118.22MKey Investors
Carnegie Corporation of New YorkUS Department of EnergyDenso
2025-09-23Grant· $0.9M
2025-03-27Grant· $48.5M
2024-10-30Grant
Leadership Team
Raymond Boeman
Director, IACMI Scale-up Research Facility and Vehicle Technology Area
Stephanie Vasko
Senior Research and Innovation Consultant, MSU College of Arts and Letters
Recent News
2025-12-14
International CIO Leadership Association
2025-12-05
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