Michigan Medicine Department of Pharmacy Services is seeking an Executive Assistant to provide high-level administrative support to our executive pharmacy team. The ideal candidate will have excellent communication skills, be capable of managing and prioritizing several tasks effectively, and have strong attention to detail and organizational skills. This position will report directly to the Chief Pharmacy Officer.

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally.  Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world’s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

Schedule support: Manage complex calendars for executive leaders (Chief Pharmacy Officer and Associate Chief Pharmacy Officers), exercising elevated discretion and judgment. Screen emails and resolve both routine and complex inquiries. Respond promptly to all inquiries. Schedule key standing events where the executive leaders? participation is required. Appropriately seek guidance from leaders when calendar conflicts exist. Prepare daily, weekly, and monthly calendar briefings for the executive leaders. Anticipate the needs of executive leaders and proactively provide high-level support. 

Meeting support: Coordinate closely with executive leaders to schedule and support executive committees. Manage agendas, objectives, and operating cadence of committees. This will also include setting up technology for hybrid meetings, preparing and distributing meeting agendas, organizing materials for distribution at meetings, and taking meeting minutes. Independently schedule other varied and complex meetings, including executive retreats, and various events. Coordinate meeting prep activities, including travel, meeting preparation, logistical support and follow-up, and hosting responsibilities. Support the preparation of PowerPoint slides for presentations, including preparing drafts. 

Travel & reimbursement support: Arrange travel logistics and prepare detailed travel itineraries for the executive leaders, ensuring that all necessary files, materials, and supplies are prepared in advance. Reconcile P-Card and other expenses in compliance with university guidelines for self and for the executive leaders. 

Communication & filing support: Initiate and draft routine correspondence. Review incoming mail and email, sort as to importance and priority, as directed by executive. Draft communication and replies or refer to others for response and maintain appropriate follow-ups; sort, screen and distribute executive leaders? correspondence directing matters to appropriate persons for action or follow-up. Meticulously manage the executive leader's files, both paper and electronic.   

Cross-coverage support: Provide calendar coverage, meeting agendas and meeting minutes for another Executive Assistant as needed. 

Other Responsibilities: Work with executive leaders and managers on creating Pharmacy Annual Report, this includes working with Michigan Creative on content for Annual report. Coordinating all Pharmacy photos and content with managers and Pharmacy leaders.  Manage projects and new initiatives as requested.

• Bachelor's degree or an equivalent combination of education and experience.
• 5+ years of progressively responsible high-level administrative support experience.
• Proven ability to exercise initiative, independent judgment, diplomacy, confidentiality and a high level of discretion when dealing with highly sensitive information. 
• Excellent organizational and communication skills, including the ability and commitment to working with a diverse community of students and staff.
• Excellent written and verbal interpersonal communication skills. Demonstrated editing, proof-reading, writing, and minute-taking experience.  
• Extensive experience and skills with Word, Excel, PowerPoint, Outlook email, Outlook calendar, Zoom and/or other video conferencing tools.
• Strong critical thinking and analytical skills. 
• Ability to work independently with minimal supervision.

• A flexible, customer service-oriented, problem-solving attitude and willingness to work collaboratively.
• Excellent interpersonal/people skills with the ability to interact and engage with a diversity of people, both internal and external to the Pharmacy department and the University, and at various levels of the institution.
• Proven experience collaborating with multiple stakeholders at all levels. 
• Demonstrated ability to work independently, learn quickly, achieve high performance goals, and meet deadlines in a fast-paced quickly changing environment.
• Attention to detail and demonstrated organizational, interpersonal, oral, and written communication skills.
• Demonstrated ability to manage multiple assignments and projects with competing priorities and deadlines.
• Excellent work ethic and positive demeanor.
• Forward-planning skills, and the ability to efficiently and effectively prioritize and problem solve.

Monday-Friday 8am-4:30pm

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.

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

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 anytime after the minimum posting period has ended.

The University of Michigan is an equal employment opportunity employer.