Executive Assistant

Posting number: 0801-26-21-202SF

Department: Technology, Management and Budget

Job classification: Senior Executive Management Assistant 11

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, IT and Computers, Business, Office and Administrative Support

Summary

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About DTMB:
The Department of Technology, Management and Budget (DTMB) supports the business operations of state agencies through a variety of services, including building management and maintenance, information technology, centralized contracting and procurement, budget and financial management, space planning and leasing, construction management, motor vehicle fleet operations, and oversight of the state retirement systems.
About the position:
This position provides full range high-level administrative and executive support to the DTMB Agency Services General Manager (GM) supporting DTMB, State Budget Office (SBO) & Office of Retirement Services (ORS) Natural Resources (DNR), Environment, Great Lakes and Energy (EGLE), and Agriculture and Rural Development (MDARD). Acting as a key liaison between the GM and Business Relationship Managers (BRM), staff, and external partners. The role requires limited guidance and demonstrating considerable sound judgment, discretion, and the ability to manage sensitive matters independently.

Key responsibilities include managing the GM’s and BRM’s calendar, shared calendars for GM area, coordinating meetings and travel, preparing executive communications, and maintaining control of key correspondence and records. The position also leads and supports clerical staff within the GM’s area of responsibility, ensuring smooth coordination and consistent administrative practices across the team.

This position will often work with the Business Relationship Managers, leading and owning several related activities. Strong communication skills and managing expectations are crucial skills.

View the Position Description here: Senior Executive Management Assistant 11

Knowledge, Skills & Abilities:
• Strong knowledge of office operations, administrative procedures, and workflow coordination
• Familiarity with State of Michigan (SOM) Records Management practices and retention policies
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and other collaboration tools
• Skilled in drafting, editing, and formatting professional correspondence, reports, and meeting materials
• Excellent command of English grammar, spelling, punctuation, and business writing standards
• Ability to manage executive calendars, schedule meetings, and coordinate travel and logistics
• Knowledge of organizational structure, staffing, and internal communication protocols
• Ability to interpret and apply policies, procedures, and guidelines to unique or complex situations
• Strong interpersonal and communication skills, with the ability to interact professionally at all levels
• Ability to handle confidential and sensitive information with discretion and sound judgment
• Experience mentoring and guiding administrative staff in best practices and office procedures
• Ability to anticipate executive needs and proactively manage priorities and follow-ups
• Skilled in managing digital and physical filing systems for efficient document access and control
• Ability to assess inquiries and route them to appropriate contacts for resolution
• Strong organizational and time management skills, with the ability to manage multiple priorities
• Demonstrated understanding of the GM’s leadership style, priorities, and decision-making approach
• Ability to remain flexible and responsive in a fast-paced, dynamic environment
• Knowledge of form design, usage, and documentation standards
• Experience coordinating meetings and events, including logistics, materials, and participant communication
• Ability to support special assignments requiring technical understanding or policy interpretation

Position Location: This position will be located in Lansing, MI. Candidates should confirm work location and schedule at the time of interview. The State of Michigan is not able to offer employment to out-of-state applicants that do not plan to relocate. The Department of Technology Management and Budget currently offers a hybrid work option which requires two days working on-site at the official work location and three days of remote work per week (subject to change).

*What We Are Looking For:*We are looking for a person who understands the value of public service and wants to help us meet the needs of our citizens. This person needs to be an excellent communicator, adjusting communication style and messages to varying audiences to ensure understanding. We need an individual who understands the value of standards and can advocate for them in a way that is understood and supported. Excellent customer service is core to our culture, being able to motivate and support team members, manage expectations, and conduct ourselves with integrity is key to how we work. You need to embrace diversity, have a team-oriented mindset, communicate effectively with a wide range of professionals, and have a desire to invest in the success of the Division.

If you are a self-motivated person who wants a challenge and to work in a highly paced environment, we are interested in hearing from you!

Current team members have the following to say about why you should work in this area:

• “GREAT office culture.”
• “True positive team environment and management support.”
• “Opportunities to share thoughts and opinions about our processes and the way we work.”
• “There is a wide path for growth in your career and the management team supports employees reaching their full potential.”
• “Doing work that directly affects the lives of every [resident] of the State of Michigan”

*What We Offer:*The State of Michigan offers competitive work experience that includes a tuition reduction program at several key higher education institutes if you would like to advance your education, good benefits, access to professional development training, excellent vacation and sick time policies, and an ability to successfully juggle your work and family life. We would like the opportunity to share with you more about the benefits of working for the state and joining the State of Michigan employee family if you are interested. Please consider sending in your application today.

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Examples of duties

Education
Education typically acquired through completion of high school.

Experience
Six years of administrative support experience where use of a personal computer to prepare correspondence, reports, charts, etc., or to enter/retrieve/update information is an essential part of the work, including three years equivalent to an advanced, 8-level, administrative support worker, Secretary E8, or Legal Secretary E8; two years equivalent to a Secretary 9, Legal Secretary 9, or Senior Executive Management Assistant 9; or, one year equivalent to the Division Head Legal Secretary 10 or Executive Secretary E10.

Qualifications

Possession of an associate's degree in applied arts and sciences in an executive secretarial science curriculum may be substituted for one year as a Secretary 9.

Supplemental information

Some positions may require stenographic skills.

View job specification at: https://www.michigan.gov/mdcs/-/media/Project/Websites/mdcs/JOBSPECS/S/SeniorExecutiveManagementAssistant.pdf