Executive Administrative Assistant - AD's Office

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How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Along with a cover letter and resume, please submit a one-page "First Week" transition plan. We are looking for a roadmap of how you would approach your first five days in the AD's office. Specifically, outline your strategy for integrating into the department and identify the critical institutional knowledge you would prioritize gathering from the outgoing incumbent to ensure a seamless transition and long-term success.

Job Summary

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 face-paced environment.

Responsibilities*

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

Apply Now

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Along with a cover letter and resume, please submit a one-page "First Week" transition plan. We are looking for a roadmap of how you would approach your first five days in the AD's office. Specifically, outline your strategy for integrating into the department and identify the critical institutional knowledge you would prioritize gathering from the outgoing incumbent to ensure a seamless transition and long-term success.

Job Summary

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 face-paced environment.

Responsibilities*

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

Required 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 detail. Must be able to 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, and 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.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

Additional Information

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

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 Screening

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

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