Executive Assistant

Executive Assistant

The Executive Assistant provides high-level administrative, organizational, and communication support to the CEO, CFO, VP of Sales, and other senior leaders of a large manufacturing and logistics company. This role serves as a trusted partner to the executive team, helping leaders stay organized, prepared, and focused on strategic priorities. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced environment with confidential information and shifting priorities.

Essential Duties and Responsibilities:

• Provide direct executive support to the CEO, CFO, CCO, and other members of the leadership team.
• Manage complex calendars, prioritize meeting requests, resolve scheduling conflicts, and protect executive focus time.
• Prepare, edit, proofread, and organize executive-level presentations, including PowerPoint decks for board meetings, leadership meetings, customer presentations, & financial updates.
• Review presentation materials for accuracy, consistency, formatting, grammar, and professional appearance before distribution.
• Plan and coordinate executive meetings, leadership offsites, customer visits, conferences, and company events, including agendas, materials, logistics, room setup, catering, technology needs, and follow-up actions.
• Coordinate domestic travel arrangements, itineraries, lodging, transportation, and related logistics for supported executives and leaders.
• Track meeting follow-ups, action items, and deadlines to ensure commitments are completed timely.
• Serve as a professional point of contact between executives, employees, customers, vendors, board members, and other stakeholders.
• Handle confidential business, financial, personnel, and customer information with discretion and sound judgment.
• Draft, edit, and distribute executive correspondence, meeting notes, internal announcements, and other communications as requested.
• Assist with expense reports, invoice approvals, purchase requests, and other administrative processes.
• Maintain organized electronic and physical records, including presentation files, meeting materials, and executive reference documents.
• Support special projects and cross-functional initiatives by coordinating timelines, collecting information, and preparing summary materials.
• Anticipate executive needs, identify process improvements, and proactively remove administrative obstacles.

This list of duties is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that senior management may deem necessary.

Skills and Qualifications:

• Five or more years of administrative or executive support experience, preferably supporting senior executives or a leadership team.
• Experience working in a manufacturing, industrial, distribution, logistics, or similarly fast-paced business environment preferred.
• Proficiency with Microsoft PowerPoint, Word, Outlook, Excel, and Teams.
• Demonstrated ability to create, polish, and manage executive presentations and meeting materials.
• Strong calendar management, meeting planning, travel coordination, and organizational skills.
• Excellent written and verbal communication skills with strong attention to grammar, formatting, and detail.
• Ability to handle confidential information with professionalism and discretion.
• Proven ability to manage multiple priorities, meet deadlines, and adapt quickly as business needs change.
• High school diploma or equivalent required; associate or bachelor's degree preferred.

Key Skills and Competencies:

• Organization: Maintains structure, clarity, and follow-through across schedules, files, meetings, and priorities.
• Executive Presence: Represents senior leaders professionally with employees, customers, vendors, and external partners.
• PowerPoint and Presentation Support: Builds and refines clear, visually consistent, executive-ready presentations.
• Meeting and Conference Planning: Coordinates details, anticipates needs, and ensures executives and attendees are prepared.
• Judgment and Discretion: Handles sensitive information and situations with confidentiality and sound decision-making.
• Proactive Communication: Keeps executives informed, escalates issues appropriately, and follows up without prompting.
• Adaptability: Responds effectively to changing schedules, urgent requests, and competing priorities.
• Attention to Detail: Reviews materials carefully to ensure accuracy, consistency, and professionalism.

Work Environment and Reporting Relationship:

This position is typically on-site based in the Company's Grand Rapids headquarters and requires regular interaction with executives, corporate staff, sales leadership, customers, vendors, and outside partners. The role reports to the CEO or another designated executive leader and supports multiple senior leaders across the organization. Occasional early morning, evening, or off-site support may be required for executive meetings, conferences, customer visits, or company events.

Successful Candidate Profile:

The successful candidate will be a highly dependable, resourceful, and polished professional who thrives on keeping executives prepared and organized. This person will bring strong business judgment, excellent presentation skills, a service-oriented mindset, and the ability to manage details without losing sight of broader company priorities.