Michigan Medicine · 2 hours ago
Executive Assistant Sr Hlth
Ann Arbor, MI
Full-time
Onsite
Senior Level
5+ years expMichigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements. They are seeking a Senior Executive Assistant to provide executive-level administrative support to the Chief Medical Officer and the Office of Clinical Affairs, managing complex calendars, travel arrangements, and various administrative tasks.
EducationHealth CareMedical
Responsibilities
Provide Executive-level administrative support to Chief Medical Officer as well as the Office of Clinical Affairs
Maintain complex executive calendars and schedule meetings: Provide complex calendar management. This includes the ability to organize complicated and challenging schedules in coordination with other executive administrative teams, respond to frequent schedule changes, screen the purpose of meeting requests, set priorities, and escalate high-priority items when there is a conflict, and obtain meeting logistics and other information as required
Travel Arrangements: Execute complex travel arrangements (domestic and international) using Emburse, including preparing itineraries, agenda packets, and other travel arrangements
Meeting Coordination: Arrange meetings for OCA Leadership, often including multiple participants with complex schedules. Coordinate committee activities and logistics (booking conference rooms, arranging virtual meetings), coordinate schedules for visitors, coordinating hosting, support and coordinate meeting materials, including creation of agendas, presentations, briefings, and itineraries, and supporting the IT and other operational needs as required for collaboration across AMC and Regional partners. Attend meetings as needed to provide support and/or take minutes when appropriate: (i.e., Faculty, Recruitment, Annual Review, Executive Committee, OCA Chief's meetings, etc.)
Work Flow Support: Support schedule optimization, organization of meeting-prep and post-meeting notes, and following up on action items
Special Projects: Coordinate meetings and provide logistical support for specialized OCA projects such as strategic planning, executive recruitment activities, and conferences. Maintain project files and action item lists
Financial Reconciliation: Process reimbursements and prepare expense reports for leadership P-card or out-of-pocket expenses. Assist in managing the OCA budget along with the Strategic Advisor to the CMO
Day-to-day operations: Demonstrate initiative, independent judgment, diplomacy, follow-through, and a service-oriented attitude to provide general administrative support to the Office of Clinical Affairs leadership. This includes excellent attention to detail and the ability to prioritize and meet deadlines in a timely fashion, greeting visitors, and solving problems. Participate in team meetings, assist other team members, and provide cross coverage for other administrative positions as needed
Prepare confidential materials: Prepare correspondence, memoranda, and reports
Professionalism: Provide a high level of administrative support. Maintain confidential email accounts and triage email inquiries, and correspondence on behalf of the CMO. Edit and proofread agendas and memos. Oversee and manage email distribution lists for different groups. Exercise independent judgment, anticipate needs, and ensure seamless operations
Qualification
Required
Bachelor's degree or an equivalent combination of education and experience
Five years of progressively responsible administrative support experience
Diplomacy and demonstrated professionalism as a supporting member of a collaborative and high-functioning leadership team
Excellent interpersonal, written, and verbal language skills with the ability to represent the Office of Clinical Affairs to a broad range of constituents
Ability to exercise good judgment in handling complex, confidential matters
Proven experience working with multiple stakeholders at all levels
Ability to work effectively with diverse workstyles and with individuals from diverse backgrounds
Strong attention to detail, accuracy, timeliness, and sound organizational skills
The ability to work independently as well as in diverse teams
Excellent computer skills with a strong working knowledge of Microsoft Office Suite and Google collaboration tools
Working knowledge of Zoom and/or other video conferencing tools
Outstanding customer service
Preferred
Working knowledge of applicable University policies and procedures
Experience supporting executive level leaders in a complex organizational structure
Familiarity with the culture of an Academic Medical Center, reporting structure, and decision-making
Competency using M-Pathways or equivalent (i.e., PeopleSoft)
Experience using the Emburse Travel and Expense system
Benefits
Excellent medical, dental and vision coverage effective on your very first day
2:1 Match on retirement savings
Company
Michigan Medicine
Michigan Medicine is a health care system and academic medical center that provides medical education and more. It is a sub-organization of University of Maichigan.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Heather Ascani
Director, Business Operations - Applied Systems Biology Core
Jack Kufahl
Chief Information Security Officer
Recent News
2025-12-11
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