Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level administrative and coordination support in Grand Rapids, Michigan. This Contract position will work closely with senior leadership to keep schedules, meetings, communications, and key initiatives running smoothly. The ideal candidate brings sound judgment, strong organization, and the ability to manage sensitive information while supporting board activity, internal communications, and community-facing efforts.

Responsibilities: • Oversee complex calendars for executive leaders, arranging meetings, resolving scheduling conflicts, and coordinating travel plans and related logistics. • Create clear and well-organized meeting materials, including agendas, presentations, briefing documents, and follow-up summaries for leadership discussions and external engagements. • Act as the administrative point of contact for the Board of Directors by organizing board and committee meetings, preparing materials, and maintaining accurate records and minutes. • Facilitate communication between senior leadership and board members to ensure timely responses, clear updates, and well-coordinated meeting preparation. • Support internal messaging efforts by helping plan leadership meetings, staff gatherings, and engagement activities while aligning communications with executive priorities. • Prepare correspondence and communication materials on behalf of executives, including talking points, updates, and stakeholder-facing documents. • Compile background information, record follow-up actions, and assist with meeting preparation tied to relationship-building activities. • Coordinate advocacy meetings, community events, speaking appearances, and other external engagements involving elected officials, partners, and public audiences. • Track action items from executive and board meetings, safeguard confidential information, and maintain orderly digital and physical filing systems. • Contribute to special projects and cross-functional initiatives that support organizational goals and strengthen community engagement efforts. • Demonstrated experience providing administrative support to senior executives in a fast-paced, detail-oriented environment. • Strong ability to manage calendars, schedule executive meetings, and coordinate detailed travel arrangements. • Experience preparing meeting agendas, presentation materials, reports, and correspondence. • Ability to handle confidential information with discretion, sound judgment, and a high level of integrity. • Skilled in organizing board or committee activities, including documentation, minutes, and meeting logistics. • Effective communication and relationship-building skills for working with internal teams, leadership, board members, and community partners. • Highly organized with the ability to balance competing priorities, anticipate needs, and follow through on multiple tasks. • Proficiency in standard office and productivity tools used for scheduling, document preparation, and communication.