Assistant to the Executive Director

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.

Summary

HathiTrust is a partnership of academic and research institutions, offering a collection of millions of titles digitized from libraries around the world. We are administratively based in the University of Michigan Library in Ann Arbor and our staff are employees of the University. We need an Assistant to our Executive Director to provide administrative support for HathiTrust leadership and staff. You will provide administrative assistance to HathiTrust governance activities, including the Executive Director, the Board of Governors, and the Program Steering Committee, as well as to HathiTrust staff, working groups, and task forces. You will support the Executive Director and Associate Director for routine and specialized scheduling, travel planning, expense reconciliation, and occasional project management. You will also support the overall HathiTrust team through acquisition of supplies and equipment; support for recruiting and onboarding; oversight of HathiTrust's physical office space; file management and recordkeeping. You will report to the Executive Director of HathiTrust.

The primary office location of this position is in Ann Arbor, Michigan. An onsite work schedule or a hybrid work schedule with about 3 days per week onsite is possible. Hybrid work agreements are reviewed annually and are subject to change depending on the business needs of the hiring department throughout the course of employment.

What You'll Do

• Manage the calendar and travel arrangements for the Executive Director, Associate Director, and occasionally other HathiTrust colleagues.
• Manage routine correspondence on behalf of the Executive Director.
• Monitor work requiring attention of the Executive Director and Associate Director
• Provide administrative support for HathiTrust governance meetings, including scheduling and attending the meetings, preparing background materials, recording notes, and producing minutes.
• Manage special projects for Executive Director, Associate Director, or HathiTrust staff.
• Work with the budget analyst to process and track purchasing and pay invoices
• Prepare information, slides, and materials for executive-level presentations
• Acquire office equipment, supplies, services, and licenses for HathiTrust onsite and remote employees.
• Coordinate with the Facilities department on managing office space, including maintenance needs.
• Organize logistics for periodic in-person meetings or events. Some travel may be required.

Why Work at Michigan?

The University of Michigan offers a comprehensive benefits package including:

• Health, dental, and vision insurance
• Generous time off (24 vacation days per year, and 15 sick days per year)
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Professional development opportunities
• Flexible spending accounts for healthcare and dependent care expenses
• Life insurance, long-term disability coverage, and more

Required Qualifications*

• 3 or more years experience in senior administrative assistant or office management role
• Experience with customer, member, or client support
• Experience managing projects or creating and documenting procedures
• Experience performing complex scheduling for multiple parties

Additional Information

Not sure you meet all the qualifications? Let us decide! Research shows that women and members of under-represented groups tend not to apply to jobs when they think they may not meet every qualification. We are committed to recruiting and retaining a diverse workforce and encourage our employees to incorporate their diverse backgrounds, skills, and life experiences into their work. More information on the University of Michigan Library's Diversity Plan can be found here.

For questions about this posting or to request accommodations, please contact [email protected].

Application Deadline

Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.

Applications will be reviewed as received throughout the posting period and continue until the position is filled.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.