Job Description
Executive Secretary II Whatsapp Facebook LinkedIn Email App
Job no: 1171613
Work type: Support Staff
Pay Grade: 10
Major Administrative Unit / College: College Of Natural Science
Department: Plant Research Laboratory Nat Science 10032674
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 Plant Research Laboratory at Michigan State University is recruiting an Executive Secretary II to provide comprehensive support to the department. We are seeking a proactive and highly organized professional demonstrating sound judgment and the capacity to manage multifaceted priorities, foresee departmental requirements, oversee the Director's calendar and meeting logistics, and facilitate travel coordination for the PRL department.
- Oversee the PRL Director calendar: This involves coordinating, scheduling, and confirming meetings and appointments for the Director of the unit. Given the nature of the meetings and the important level of individuals involved, the scheduling of meetings is complex; most include multiple attendees who also maintain complex schedules.
- Monitors and prepare correspondence for the Administrator to keep them informed of pertinent events and information. This also includes drafting responses, taking and transcribing dictation and sorting, reviewing and distributing mail.
- Monitors the operations of the department to ensure that procedures and policies are followed and to keep Administrator informed. This includes inventory management and oversight of procurement processes.
- Compiles information to produce periodic reports.
- Create and distribute the monthly PRL Insider Newsletter by compiling organizational narratives, scheduled events, individual accomplishments, and forthcoming initiatives.
- Maintains and reconciles the journal entry system of expenditures for fund accounts and notifies administrator of problems.
- Provides support for the routine operations of the PRL office and assists in supervising and training office personnel and undergraduate students and monitors the budget to oversee the day-to-day operations of the Department.
- Oversee and coordinate the travel processes for the unit to ensure that policies and procedures are being followed regarding pre-trip authorizations, conference registrations and expense reimbursements are being submitted properly.
- Performs other duties as required or assigned, which are reasonably within the scope of the duties in this job classification.
Minimum Requirements Knowledge normally acquired through completion of a high school education with coursework in word processing, typing, shorthand, spreadsheet, desktop publishing software, and grammar; Five to eight years of progressively responsible administrative experience; or an equivalent combination of education and experience.
Desired Qualifications Five years in providing comprehensive support to leadership personnel.
- Possesses comprehensive understanding of office protocols and administrative functions within research and academic environments.
- Delivered high-level administrative assistance to executive leadership, encompassing calendar administration, meeting logistics coordination, and development of sophisticated written communications and analytical reports.
- Demonstrate proficiency in regulatory compliance standards, procurement methodologies, and documentation management systems applicable to large-scale research institutions.
- Facilitated organizational and external stakeholder communications, with demonstrated expertise in digital media administration and web-based content development.
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 Resume and contact information for three professional references.
Work Hours STANDARD 8-5
Website 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 October 6, 2026 at 11:55 P.M. Advertised: Sep 30, 2026 Eastern Daylight Time
Applications close: Oct 6, 2026 Eastern Daylight Time
Job Tags
Full time, Work at office, Remote work, Flexible hours