Executive Assistant
Job Description
Job Description
We are looking for a detail-oriented Executive Assistant to join our team in Kalamazoo, Michigan. In this Contract to permanent position, you will play a pivotal role in providing high-level administrative support to executives, ensuring seamless coordination and communication within the organization. This role is ideal for someone with a proactive mindset and exceptional organizational skills, ready to contribute to the success of a non-profit organization. Must be able to see and plan 5-10 steps ahead and organize hectic schedules seamlessly. Hybrid schedule. M-F, full time.
Responsibilities:
• Manage executive calendars by scheduling meetings, appointments, and events, ensuring optimal time management.
• Coordinate conference calls and virtual meetings using tools such as Cisco Webex Meetings.
• Prepare and edit correspondence, reports, and presentations with a high level of accuracy.
• Handle travel arrangements and expense reporting through systems like Concur and ADP.
• Maintain and update CRM records to support effective client and stakeholder management.
• Utilize Kronos Timekeeping System to oversee time tracking and related administrative tasks.
• Assist in organizing and managing internal communications to enhance workflow efficiency.
• Support the planning and execution of organizational events and initiatives.
• Act as a liaison between executives and other departments, ensuring clear and effective communication.
• Provide general administrative support, including filing, data entry, and record management.
• Minimum of 2 years of experience in an executive assistant or similar administrative role.• Proficiency in tools such as Cisco Webex Meetings, Concur, ADP, and Kronos Timekeeping System.
• Strong organizational skills and the ability to manage multiple priorities effectively.
• Excellent communication skills, both written and verbal, with attention to detail.
• Experience with CRM systems and calendar management.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Familiarity with financial services and reporting processes.
• Proven ability to work independently and collaboratively in a fast-paced environment.
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