Executive Assistant

Organization: Confidential Professional Association

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 CEO’s 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 bachelor’s 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