Executive Staff Assistant

Position Summary

Executive Staff Assistant

Office for Faculty and Academic Staff Affairs (FASA)
Michigan State University

Position Summary

The Office for Faculty and Academic Staff Affairs (FASA) seeks a highly organized, proactive, and service-oriented Executive Staff Assistant to provide comprehensive administrative and operational support to the Faculty Affairs leadership team. This position plays a critical role in supporting the office’s work related to faculty development, leadership development, and faculty affairs.

The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional organizational and communication skills, and exercise sound judgment while managing multiple priorities. This position requires a high level of initiative, collaboration, professionalism, attention to detail, and discretion in handling sensitive information. The Executive Staff Assistant will work both independently and collaboratively to ensure the effective coordination of office events, programs, communications, and special projects.

Due to the nature of this role and its interaction with leadership and campus partners, the position requires an on-campus presence at least three days per week.

Key Responsibilities

Executive Support & Office Coordination

• Manage and coordinate complex calendars and recurring meetings for executive senior staff.
• Prepare and distribute meeting materials and agendas for meetings.
• Assist in preparing and distributing materials for committees, events, and project/event teams led or facilitated by FASA.
• Serve as a central point of coordination for scheduling events, workshops, and meetings with multiple stakeholders.

Communications & Information Management

• Assist in coordinating events and program communications in collaboration with the Provost’s Office communications team.
• Support development of newsletters, website updates, and other office communications.
• Assist leadership in obtaining information, reports, and data to support events.

Event & Program Coordination

• Collaborate with the Project/Event Coordinator to support the planning and execution of events and programs.
• Manage event registration, invitations, and participant communications.
• Assist with event implementation, including D2L set up, check-in, logistics, and post-event follow-up.
• Support New Faculty and Academic Staff Orientation, New Administrator Orientation, and many other university programs led by FASA.
• Assist with maintaining and updating FASA webpages with event and program information.
• Support the development and maintenance of forms, surveys, and workflows used for office programs and initiatives, including the use of Microsoft Forms, Qualtrics, and other software as needed.
• Maintain attendance logs, records, and program documentation for FASA events as needed.

Budget & Financial Coordination

• Process financial transactions and reimbursements in accordance with university procedures.
• Coordinate with the office’s fiscal officer on event and program budgets.
• Track and coordinate expenditures for programs and events.
• Coordinate travel arrangements/reconciliation for senior leadership and fellow program participants.

Miscellaneous

• Take on special projects and assignments as directed by senior leadership in the unit.
• Complete other duties as assigned.

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

Completion of a four-year college degree program in business, communications, or a related field; Experience supporting executives or senior leaders in a complex organizational environment; Familiarity with the university structure, policies, procedures and university administrative systems and processes; Proficient in Microsoft Outlook, Word, Excel, Teams, and PowerPoint software; Experience using tools such as D2L, Microsoft Forms, and Qualtrics; Self-motivated with a proactive approach to identifying needs, initiating solutions, and moving work forward; Strong attention to detail and accuracy; strong interpersonal and relationship-building skills, with a professional and collaborative approach to working with colleagues, leaders, faculty, and external partners; Excellent written and verbal communication skills; Ability to work independently with minimal supervision and collaborate effectively as a team while effectively prioritizing workload.

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

Cover letter

Resume

Work Hours

STANDARD 8-5

Remote Work Statement

MSU strives to provide a flexible work environment and this position has been designated as remote-friendly. Remote-friendly means some or all of the duties can be performed remotely as mutually agreed upon.

Bidding Eligibility ends March 24, 2026 at 11:55 PM