Executive Assistant

Job Description

Job Description

We are looking for a resourceful and meticulous Executive Assistant to provide exceptional administrative support to senior leadership. In this role, you will manage daily operations, coordinate schedules, and act as a vital point of communication between executives, staff, and external stakeholders. This is a long-term contract position based in Grand Rapids, Michigan, offering an opportunity to work in a collaborative and dynamic environment.

Responsibilities:
• Manage and maintain complex executive calendars, including scheduling, prioritizing, and rescheduling appointments as necessary.
• Coordinate travel arrangements, including booking flights, accommodations, and transportation for senior leadership.
• Organize and prepare materials for executive meetings, including agendas, presentations, and follow-up documentation.
• Act as a liaison between senior leadership and internal teams, ensuring effective communication and collaboration.
• Plan and oversee logistics for events and meetings, including those involving leadership groups and boards.
• Draft and edit correspondence, reports, and presentations on behalf of executives.
• Maintain organized records of meeting minutes, agendas, and other critical documents.
• Assist with budget management tasks, including tracking expenses and supporting financial planning efforts.
• Provide support for community and organizational events, collaborating with various departments when needed.
• Proactively anticipate the needs of senior leaders to ensure smooth daily operations.• Proven experience as an Executive Assistant, preferably supporting senior leadership or boards of directors.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Advanced proficiency in Microsoft Office Suite and Google Workspace applications.
• Excellent verbal and written communication skills, suitable for engaging with executives, trustees, and external stakeholders.
• Ability to work independently, exercise sound judgment, and anticipate the needs of others.
• Demonstrated flexibility and adaptability in a fast-paced, dynamic environment.
• Associate’s degree required; Bachelor’s degree preferred. Equivalent relevant experience will be considered.
• Experience in a university or educational setting is a plus, as is familiarity with software like Salesforce or similar tools.