Executive Administrative Assistant - AD's Office

The University of Michigan Athletic Department is seeking a highly professional, organized, and proactive Administrative Assistant to provide executive-level support to the Athletic Director and Sport Administration. This position plays a critical role in managing daily operations, coordinating complex schedules, and serving as a key point of contact for internal and external stakeholders in a fast‑paced environment.

Responsibilities

Provide high‑level executive administrative support to the Athletic Director, ensuring effective coordination of priorities, communications, and daily operations.

Primary contact for the Athletic Director's calendar, proactively managing competing priorities and coordinating complex schedules, meetings, and engagements.

Serve as the primary point of contact for the Athletic Director's Office, managing communications across internal and external stakeholders, including university leadership, Regents, President's Office, Executive Officers, coaches, staff, student‑athletes, parents, and external partners.

Exercise independent judgment to prioritize and resolve inquiries and issues on behalf of the Athletic Director, determining appropriate response, delegation, or escalation.

Lead meeting and event logistics, including recruiting lunches, leadership meetings, and other departmental or executive engagements, by preparing agendas, materials, and arranging necessary logistics.

Execute complete travel arrangements, including itineraries, transportation, hotel accommodations, and related logistics.

Provide real‑time support for inquiries and issues directed to the Athletic Director's Office, responding or routing appropriately based on urgency, sensitivity, and institutional impact.

Coordinate the Advisory Board on Intercollegiate Athletics (ABIA) meetings, including scheduling, meeting preparation, and documentation.

Handle highly sensitive and confidential matters with discretion, professionalism, and sound judgment.

Draft, prepare, and edit correspondence, reports, and other executive‑level documents on behalf of the Office.

Maintain and update administrative systems, including calendars, mailing lists, tracking tools, and shared documentation to ensure accuracy and operational consistency.

Supervise and direct an Administrative Assistant, including work assignment, performance feedback, and professional development support.

Support donor engagement, university events, receptions, and special functions by coordinating logistics, briefing materials, and on‑site execution as needed.

Perform other duties as assigned in support of the Athletic Director and Department of Athletics.

Qualifications

10 years of administrative experience in a professional office setting.

Considerable experience in performing responsible office duties.

Experience with coordinating travel and event planning.

Ability to organize, manage, and multitask a variety of duties with attention to detail and meet deadlines in a timely manner while demonstrating flexibility when priorities and deadlines change.

Must exercise initiative, sound judgment, diplomacy, and confidentiality.

Excellent organizational and interpersonal skills.

Proficiency in word processing (MS Word), calendar/scheduling, spreadsheets, and computer file management.

Flexibility to work Saturdays during the football season, as needed.

Ability to travel to athletic events, including postseason and bowl games, as needed.

Availability for evenings, weekends, and extended hours, including short‑notice coverage when necessary.

Benefits

Generous time off

A retirement plan that provides two‑for‑one matching contributions with immediate vesting

Many choices for comprehensive health insurance

Life insurance

Long‑term disability coverage

Flexible spending accounts for healthcare and dependent care expenses

Background checks are conducted on all candidates upon acceptance of a contingent offer, in compliance with the Fair Credit Reporting Act.

The University of Michigan is an equal employment opportunity employer.

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