Executive Assistant, Digital Strategy and Operational Excellence
Wayne State University is searching for an experiencedExecutive Assistant, Digital Strategy and Operational Excellenceat its Detroit campus location.
Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.
Essential functions (job duties):
Job Purpose
The Executive Assistant, Digital Strategy and Operational Excellence (DSOE) serves as the primary administrative support to the Vice President of Digital Strategy and Operational Excellence and provides support to the DSOE Executive leadership team. Reporting to the Director of Business Affairs, this role manages the complex professional requirements of the executive and senior leadership teams utilizing high-level discretion and technical proficiency to streamline communications, calendar logistics, and divisional meetings in a fast-paced digital environment. The position serves as the central point of contact for office management, ensuring that division staff are coordinated, and that the physical and digital workplace operates at peak efficiency.
By proactively identifying bottlenecks and implementing division business process improvements, this role removes administrative friction, allowing the leadership team to retain focus on high-level strategy and operational transformation.
Essential Functions
(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)
Executive Support & Strategic Coordination
Complex Calendar & Logistics Management: Provide high-level calendar oversight, utilizing expert judgment to prioritize conflicting demands in a fast-paced environment. Orchestrate comprehensive travel itineraries and agenda packets.
Leadership Liaison: When communicating on behalf of the executive leadership, navigate organizational dynamics professionally ensuring messaging is consistently aligned with the values of the division. Handle highly sensitive and confidential information with absolute discretion.
Communication & Documentation: Draft and edit complex memos, reports, spreadsheets, and presentations. Maintain sophisticated physical and electronic filing systems to ensure historical accuracy and facilitate team collaboration.
Task Management: Drive the completion of key deliverables by tracking milestones and following up on outstanding action items. Execute special projects assigned by the VP and AVPs.
Office Management & Operational Excellence
Workplace Operations: Support day-to-day office functions, including the development of procedures and business processes designed to improve overall division performance as well as procurement and maintenance of office supplies as needed.
Personnel & Onboarding: Coordinate personnel actions and help to facilitate training, development, and orientation programs for new hires to ensure seamless integration into the division.Maintain and manage compliance documents for all division employees.
Asset & Inventory Management: Oversee the lifecycle of shared electronic devices, including distribution, inventory tracking, and recovery, ensuring the team is equipped with necessary technology.
Budget and Finance: Procure and reconcile explicitly assigned items as authorized by the VP and AVPs, including travel requests and expenses for senior leadership, office supplies, catering card, and procurement card transactions. Prepare and process purchase order requisitions, IRBs, and other administrative financial transactions.
Technology Review Facilitation: Act as a coordinator for the technology review process. This involves gathering documentation, tracking the status of reviews, and ensuring that all stakeholders (IT, Legal, Procurement) provide timely input to keep digital strategy initiatives on schedule.
Meeting and Event Logistics
Divisional Event Orchestration: Lead the planning and execution of divisional and leadership events and meetings. This includes securing locations, supporting agenda development, managing vendor relationships, coordinating catering, and ensuring all audio-visual and supply needs are met.
Technical Environment Support: Ensure that meeting spaces are "digital-first," maintaining high standards for hybrid meeting technology and collaborative tools to reflect the division's focus on digital excellence.
Perform other related duties as assigned.
Unique duties:
Qualifications:
MINIMUM QUALIFICATIONS
Education: Bachelor's degree
Bachelor's degree in business administration or equivalent combination of education and/or experience.
Experience: Specialist (minimum 5 years of job-related experience)
Minimum 5 years' related experience, including demonstrated ability to provide administrative support at the executive level and experience in program coordination or office management roles.
Prior experience in a higher education environment is preferred.
Knowledge, Skills, and Abilities
Strong interpersonal skills and proven ability to build collaborative relationships. Highly effective written and verbal communication skills. Demonstrated ability to exercise initiative, diplomacy, discretion, and confidentiality with a positive, service-oriented attitude.
Excellent organization skills with the ability to organize and coordinate a dynamic workload and complete multiple tasks within established and changing deadlines. Ability to think proactively and prioritize work. Ability to exercise judgement with incomplete information.
High-level computer skill proficiency and demonstrated ability to advance technical skills. Extensive proficiency with Microsoft Office Suite, Word, and Excel. Ability to create presentations with Power Point or equivalent software. Comfort with and ability to adapt in a changing technical environment.
Working Conditions
Normal office environment.
Ability to work evenings and weekends as needed.
Occasionally this work may require 24/7 support during critical events, and it is a requirement to be available during off-hours as needed, while not on leave.
Flexible work arrangements (work from home) may occasionally be considered at the discretion of the VP.
A private, open-door office near the executive leadership team will be provided, with reasonable accommodation and technological support.
Preferred qualifications:
School/College/Division:
H25 - Computing & Info Technology
Primary department:
H25 Computing & Info Technology
Employment @type:
Regular Employee
Job @type: Full Time
Job category: Staff/Administrative
Funding/salary information:
Compensation @type: Annual Salary
Hourly rate:
Salary minimum:
Salary hire maximum:
Working conditions:
Job openings:
Number of openings: 1
Reposted position: No
Reposted reason: None (New Requisition)
Prior posting/requisition number:
Background check requirements:
University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.
The university welcomes applications from persons with disabilities and veterans. Wayne State is an equal opportunity employer.
