Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to support senior leadership in a fast-paced, highly visible role. This contract opportunity has the potential to become permanent and is ideal for someone who brings strong judgment, technical skills, discretion, and the ability to keep priorities organized in a small company environment. The person in this role will help maintain executive efficiency, coordinate internal activities, and provide dependable administrative support across business operations. This role is 100% onsite, M-F 8am-5pm with possible needs for times outside of that.

Responsibilities:

• Manage a complex executive calendar, align priorities, and proactively adjust schedules to keep leadership on track for meetings and key business activities.

• Arrange and oversee company events and internal functions, ensuring logistics are handled smoothly from planning through execution.

• Prepare meeting notes and maintain clear records of discussions, decisions, and follow-up actions.

• Support purchasing activities by serving as backup for order-related administrative tasks when needed.

• Review and submit employee and business expense documentation through Expensify with accuracy and timeliness.

• Scan, upload, categorize, and maintain electronic files so important documents remain accessible and well organized.

• Work with spreadsheets and administrative data related to HR and payroll, providing light reporting support as required.

• Use Microsoft Office applications and Microsoft Teams daily to communicate, track information, and support overall office operations.

• Provide supplemental assistance with HR-related administrative work while maintaining strict confidentiality around sensitive company information.

• Previous experience in an Executive Assistant or senior administrative support role, preferably within a small company setting.
• Strong calendar management skills with the ability to anticipate needs, manage shifting priorities, and stay organized under changing demands.
• Proficiency with Microsoft Office, including Excel, along with comfort learning tools such as Expensify, Teams, and HR/payroll systems.
• Ability to handle confidential business and personnel information with discretion and sound judgment.
• Confident communication style and the interpersonal skills to work effectively with direct leadership and a diverse staff.
• Experience supporting meetings, documenting notes, and coordinating events or executive-facing activities.
• Flexibility to work fully onsite in Kalamazoo, Michigan, with occasional schedule adjustments based on business needs.