Executive Staff Assistant

Position Summary

• Gathers, screens and relays sensitive information received from University executives, staff members, and visitors as well as other private information on behalf of the Associate Vice President. Prioritizes and responds to inquiries for the Associate Vice President.
• Manages the Associate Vice President’s and Chief of Staff’s calendars for meeting requests and scheduling needs. Also manages the divisional Associate Vice President Outlook account for division-wide communication.
• Interprets and summarize materials in order to keep the Associate Vice President informed of pertinent events and information.
• Interprets University policy and administrative procedures in response to inquiries and initiates necessary action.
• Assists the department account Fiscal Officer with reconciling account charges and processing e-docs within KFS. Manages P-card spending for Associate Vice President’s account.
• Attends meetings with and for the AVP and the Chief of Staff in order to acquire and disseminate information.
• Manages travel arrangements and expense reports for the Assistant Vice President.
• Performs other duties normally associated with a Secretary III and Executive Secretary II in order to ensure the completion of necessary work.

All positions in RHS are designated as critical status. In the event of a university closure, modification, or suspension of operations due to snow or other emergency conditions, you will be expected to make all reasonable attempts to report to work as scheduled for the duration of the closure/suspension. If you have an approved remote work agreement to work a portion of your normally scheduled work hours remotely, you may be called upon to work on-site to serve the MSU community. If you have a permanent, on-going, and/or pervasive condition that may impede your ability to work on-site, please contact the Resource Center for Persons with Disabilities (RCPD) at rcpd.msu.edu/get-started. 

Minimum Requirements

Knowledge normally acquired through a high school education with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive University work experience in maintaining account ledgers, word processing, spreadsheet, database, and presentation software; editing, composing correspondence, taking dictation; or an equivalent combination of education and experience.

Desired Qualifications

• Working knowledge of Microsoft 365 applications
• Experience handling confidential information with discretion
• Ability to research/benchmark information and data points
• Solid understanding of project management
• Ability to work in a team or independently as project requires
• Excellent customer service and interpersonal skills
• Ability to prioritize tasks and projects

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.

Required Application Materials

Resume, cover letter, three (3) professional references

Work Hours

Monday-Friday 8am-5pm with occasional nights and weekends.

Website

careers.msu.edu

Bidding eligibility ends April 28, 2026 at 11:55 P.M.