Executive Assistant

Executive Assistant

Organization : Confidential

Location: East Lansing, MI

Pay Range: $70,000 - $85,000

Summary:

The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer (CEO) and maintains a position of visibility with board members and key stakeholders. This role performs a variety of complex and routine tasks requiring discretion and access to highly confidential information. The Executive Assistant also supports overall office operations and facility management.

Position Responsibilities:

Executive Support

• Manage CEO calendar, scheduling appointments and meetings
• Screen and manage incoming communications, including phone calls
• Welcome and coordinate visitors for the CEO
• Coordinate and manage travel arrangements
• Prepare reports, correspondence, presentations, and meeting materials
• Manage expense reporting
• Conduct research and prepare briefing materials for meetings
• Complete complex, non-routine assignments, including confidential documents and reporting
• Identify and recommend process improvements with minimal direction
• Serve as a point of contact in the CEOs absence, escalating urgent matters as needed

Administrative Support

• Coordinate IT, technology, and telecommunications needs with external vendors
• Manage office supply inventory
• Oversee facility operations and vendor relationships
• Support budgeting for administrative functions
• Perform general office management duties
• Maintain select confidential HR records and responsibilities
• Manage and retain organizational contracts and files
• Oversee document retention practices and policies
• Identify opportunities for operational improvement

Governance Support

• Prepare board meeting materials and briefing documents
• Coordinate logistics for board and select committee meetings
• Support committee operations, including nomination processes
• Assist with board member travel and expense coordination
• Maintain organizational policies and procedures documentation
• Build and maintain relationships with board members and key stakeholders
• Support governance-related budgeting

Other duties as assigned by CEO.

Qualifications:

• A bachelors degree is required.
• Significant experience supporting senior-level executives.
• Experience in a professional association or nonprofit environment is preferred.

Skills/Knowledge/Abilities (SKA) Required:

• Excellent interpersonal and customer service skills
• Strong organizational and time management abilities
• Exceptional written and verbal communication skills
• High level of attention to detail and accuracy
• Strong project management capabilities
• Ability to handle sensitive information with discretion
• Ability to collaborate effectively with diverse groups
• Proficiency in Microsoft Office Suite and general office technology
• Ability to analyze information and support decision-making

Hiring Solutions LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hiring Solutions LLC complies with applicable state and local laws governing nondiscrimination in employment.