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Executive Secretary II

Back to search results Apply now Job no: 1107409
Work type: Support Staff
Pay Grade: 10
Major Administrative Unit / College: College Of Law
Department: College Of Law Dean 10095517
Sub Area: AP- Professionals
Salary: Salary Commensurate with Experience
Location: East Lansing
Categories: Administrative/Business/Professional, Administrative Professionals- AP, Full Time (90-100%), Union, Remote-Friendly

Position Summary

The Executive Secretary manages key administrative processes for the Associate Deans; leads and implements projects and policy workflows; supports faculty appointments and recruitment logistics; coordinates major events under the College’s distributed event model; and provides operational and communication support for the Dean’s Suite. 

Duties and Responsibilities: 

Administrative Support for Associate Deans

• Manage schedules for the Associate Deans, anticipating conflicts and coordinating across departments. 

• Prepare reports, create charts/graphs, and PowerPoint presentations using existing databases and Excel. 

• Draft, format, and distribute correspondence; manage part-time faculty communication lists; and post College events to relevant calendars. 

• Arrange travel and process expense reimbursements. 

• Provide administrative coordination for faculty appointments processes, including logistics for job talks and candidate visits. 

• Serve as lead of the College’s event-support process and route inquiries appropriately. 

Lead Projects, Policy Implementation, and Event Coordination 

• Serve as the College’s lead and project manager for major events—including conferences, symposia, large-scale faculty-sponsored events, and off-site programs—and coordinate planning, logistics, departmental collaboration, and onsite support. 

• Coordinate multi-departmental event support with MarComms, IT/AV, and facilities teams. 

• Manage faculty recruitment logistics from job talks through post-offer visits. 

• Coordinate major projects involving part-time faculty, including updating profiles, monitoring the annual adjunct budget, and managing evaluation processes. 

• Create and update forms to support policy implementation and regularly used administrative workflows. 

• Coordinate posting, collection, and dissemination of student class evaluations. 

• Assist the Associate Dean for Academic Affairs with review of grade submissions. 

• Plan events sponsored by the Dean’s Suite such as the part-time faculty orientation or advisory meetings. 

Dean’s Suite Operations and Room Scheduling Coordination 

• Serve as College-wide coordinator for room scheduling conflicts, ensuring appropriate prioritization of events, classes, and meetings. 

• Respond to Dean’s Suite space requests and reserve University spaces as needed. 

• Recruit, schedule, and supervise student employees. 

• Support daily Dean’s Suite operations, including supply management, mail handling, and maintenance of digital/physical organizational systems. 

• Maintain strong familiarity with Executive Assistant to the Dean duties and provide backup support as needed. 

Records Management 

• Maintain part-time faculty records, contact information, distribution lists, and related documentation. 

• Maintain and post faculty hiring materials and charts. 

• Oversee recordkeeping protocols for the Dean’s Suite in accordance with University retention standards. 

Technology and Data Coordination 

• Assist the Chief of Staff with data collection and monitoring for accreditation and external reporting. 

• Analyze course offerings and part-time faculty profiles to support academic planning. 

• With the approval of the Chief of Staff, leverage new technologies to increase efficiency of operations and collaboration within and with the Dean’s Suite.   

Michigan State University College of Law is a diverse and inclusive learning community with roots dating to 1891 when it opened as Detroit College of Law in Detroit, Michigan. It moved to its current East Lansing location in 1995 and remained a private institution until 2020 when it became a fully integrated college of Michigan State University. 

Today, MSU Law has more than 600 students, 55 faculty members, 66 staff members, four librarians, and a world-wide network of over 12,000 alumni. MSU Law operates seven legal clinics overseen by nationally recognized faculty that provide students an opportunity to work on actual legal cases. Additionally, it offers some of nation’s leading law programs in new and emerging legal education, including Intellectual Property and Trial Advocacy, Indigenous Law and Policy Center, the Lori E. Talsky Center for Human Rights of Women and Children, Conservation Law Center, and Animal Legal and Historical Web Center.

MSU College of Law is poised to become the state’s preeminent law school, preparing a community of lawyer-leaders to serve communities in Michigan and beyond. It is committed to providing a legal education that is taught by leading scholars in their fields, includes best-in-class experiential opportunities, and helps students graduate without excessive debt.

 

Minimum Requirements

Knowledge normally acquired through a high school education; bachelor's degree and/or advanced degree preferred with course work in word processing, typing, shorthand, and grammar; five to eight years of related and progressively more responsible or expansive work experience in maintaining account ledgers, word processing, editing, composing correspondence, taking dictation, spreadsheet, database, desktop publishing, and/or presentation software; or an equivalent combination of education and experience.

Desired Qualifications

  • Ability to make visually engaging graphics and PPT slides.
  • Interest in adopting new and forward-looking technologies and tools to increase efficiency and collaboration.
  • Ability to see overall goals and big picture as well as focus on details and data. 
  • Excellent reading comprehension skills. 
  • Judgment and ingenuity in interpreting and applying policies. 
  • Ability to work well with a diverse group of people; outstanding interpersonal skills. 
  • Ability to work both collaboratively and independently. 
  • Excellent oral and written communication skills. 
  • Ability to foster a cooperative work environment. 
  • Strong technology skills, including proficiency in Outlook, Word, Excel, PowerPoint, and the desire to learn and further develop technology knowledge relating to file sharing software and social media platforms, for example. 
  • Ability to maintain a high level of confidentiality regarding records and information. 
  • Self-Starter and ability to multi-task. 
  • Strong organizational skills and ability to meet deadlines. 
  • Excellent customer service skills. 
  • Experience with law faculty or legal settings. 

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

Application materials must include:

  • Cover Letter
  • Current Resume or Curriculum Vitae
  • At least three professional references with one preferably being a recent, former, or current supervisor. 

Special Instructions

Applicants may be asked to submit a professional writing sample when invited for an interview. 

This role may require occasional evening and weekend hours.

This role may qualify for a hybrid schedule upon mutual agreement. 

Work Hours

STANDARD 8-5

Website

WWW.LAW.MSU.EDU

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 January 20, 2026 at 11:55 P.M.

Advertised: Eastern Standard Time
Applications close: Eastern Standard Time

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