Administrative Assistant and Project Coordinator, Venues, Programs & Marketing

Thank you for your interest in growing your career at The Henry Ford. Our Internal Employee Career Mobility Policy is designed to support employee development through lateral moves, promotions, and other internal opportunities—guided by fairness and equity, transparency, development, and collaboration among employees, managers, and Talent & Culture. The Administrative Assistant and Project Coordinator provides administrative support for the Vice President, Venues, Programs & Marketing. Primarily responsible for overall office administration and project coordination including budgeting, management of confidential files, copy editing and diverse administrative and special project assignments. Provides support for all special projects, select institutional programs, events, and other activities as needed in all areas overseen by the Vice President, Venues, Programs and Marketing. Also lends administrative support to other directors in the Programs, Venues and Marketing business units. Essential Responsibilities Perform standard office duties, such as filing, handling incoming and outgoing electronic communications, answering telephones, scanning documents, handling information requests, receiving visitors, arranging conference calls, etc. Manage calendars and schedule meetings both with internal and external partners Assist with administrative details and facilitate the effective workflow of the Vice President, Venues, Programs and Marketing. Track and coordinate various marketing, programing and venue management project plans. Use project management tools to track and monitor project plans and alert of changes Participate in, and sometimes lead internal projects Document and follow up on important action items Create expense reports, generate letters, PowerPoint presentations, and process documents as needed Draft, proofread, and edit correspondences and communications as requested Assists in the creation of project documents, including budgets, schedules, reports, etc., and electronic presentations. These documents will become part of official institutional record and be used in grant reports and applications, reports to donors, trustees, etc. Qualifications Bachelor’s degree; will consider 5 years equivalent relevant work experience in lieu of degree 3 or more years of experience in an administrative support role Advanced proficiency of MS Office, including Word, Excel, PowerPoint, and Outlook Special Skills Excellent verbal, written, and interpersonal communication skills Ability to manage various priorities and stakeholders Adaptability and flexibility to changing priorities and project requirements Self-driven and motivated with ability to take initiative and lead projects Must excel at time management and organization and have the ability to efficiently manage multiple projects simultaneously with possible competing priorities Must be innovative, detail oriented, and a critical thinker with effective problem-solving skills Must maintain high level of confidentiality Physical/Mental/Environmental Physical: Sitting, Standing, Walking, Keyboarding: Frequently. Lifting, carrying, and pushing: Occasional, up to 20 lbs. Unless noted here, other physical requirements are minimal or not applicable. Mental:Analytical; interpretive; good at problem solving; analyzing; problem solving; confidence; conceptualization; creativity. Ability to work under pressure; confidence in ability to convey information to major internal and external audiences; flexibility, decision making, excellent interpersonal, communication, and negotiation skills. Environment: Occasional exposure to dust and mold Please note that this job description is subject to modifications at any time to meet the evolving requirements of our institution. Respect, inclusion, and opportunity for people of all backgrounds will attract the best ideas to THF and help us shape a more vibrant future. By honoring and celebrating people’s diversity, THF can bring new creativity, effectiveness, and leadership to our work and community. Achieving diversity, equity, inclusion, and accessibility is a continuous process, which, we believe, will contribute to a sustainable and inclusive world. Therefore, we strongly encourage applications from individuals who identify with or belong to marginalized communities. It is the policy of The Henry Ford to prohibit discrimination in any employment, donor or volunteering opportunity including but not limited to based on race, color, sex, sexual orientation, gender, gender identity/expression, genetic information, pregnancy, religious creed, national origin, ancestry, age, physical/mental disability or any other such characteristic protected by federal, state or local law. This Policy applies to all of our employees, donors and volunteers to ensure that they are treated without discrimination.