Executive Administrative Assistant at Confidential company

The desired candidate for the Executive Adminstrative Assistant will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Objectives of this role

• Support multiple senior executive leaders, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
• Maintain and refine internal processes that support high-ranking executives companywide and coordinate internal and external resources to expedite workflows
• Manage communication with employees by liaising with internal and external executives on various projects and tasks
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Responsibilities

• Manage professional and personal scheduling for the multiple senior executives, including agendas, mail, email, phone calls, client management, and other company logistics
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals
• Prepare and distribute correspondence; compose and proofread emails, memos, reports, and other documents on behalf of senior executives to ensure accuracy and professionalism. Manage multiple email inboxes
• Maintain professionalism and strict confidentiality with all materials
• Support the executive’s board position responsibilities, including board meeting preparation, minutes, communication, and fund-raising support if applicable
• Organize team communications and plan events
• Direct point of contact for all internal and external inquiries
• Promote the corporate image by representing senior leadership internally and externally

Required skills and qualifications

• Four (4) or more years of experience in an executive administrative role within a large corporation with multiple companies employing up to 750 employees
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems

General Requirements and/or Disclaimers

Our company is an equal opportunity employer and complies with all laws prohibiting discrimination on the basis of such factors as race, color, age, sex, national origin, religion, citizenship, handicap, height, weight and marital status. Under the State Persons with Disabilities Act and the Federal Americans with Disabilities Act, an employer has a legal obligation to accommodate an employee’s or job applicant’s disability unless the accommodation would impose an undue hardship on the employer. A person with a disability may allege a violation against an employer regarding a failure to accommodate his or her condition under Michigan law only if the person notifies the employer in writing of the need for accommodation within 182 days after the date the person knew or reasonably should have known that an accommodation was needed.