Executive Assistant to President & CEO

Frederik Meijer Gardens & Sculpture Park - Grand Rapids, MI

Full-time - Senior

Grand Rapids, MI

Museums, Historical Sites, and Similar Institutions

About the position

Frederik Meijer Gardens & Sculpture Park is seeking an Executive Assistant to the President & CEO, who will play a crucial role in ensuring the smooth operation of the executive office and supporting strategic initiatives. This position requires a highly organized individual with a proven track record of efficiently managing a top-level and fast-paced office environment. The Executive Assistant will report directly to the President & CEO and will also have secondary reporting responsibilities to the COO. The successful candidate will possess excellent interpersonal skills to interface seamlessly with the board of directors, donors, and the internal leadership team. The Executive Assistant will oversee the day-to-day operations of the President & CEO's office, managing schedules, appointments, and travel arrangements. This role involves prioritizing and coordinating tasks to ensure optimal time utilization and efficiency. The Executive Assistant will act as a key point of contact between the President & CEO, the Executive Committee, the board of directors, and major donors. Responsibilities include organizing and coordinating board meetings, preparing materials, agendas, and minutes, as well as facilitating communication and relationship-building with stakeholders. In addition to administrative support, the Executive Assistant will assist in the development and execution of strategic initiatives, research and compile information for various projects, reports, and presentations, and handle sensitive and confidential information with discretion and professionalism. The role also includes drafting, editing, and proofreading correspondence, reports, and presentations on behalf of the President & CEO, ensuring effective communication with internal and external stakeholders. The Executive Assistant will plan and execute high-level events and meetings, assist with expense tracking, budget management, and financial reporting for the executive office, and provide support to the COO as needed. Special projects assigned by the President & CEO will also be part of the responsibilities, contributing to the achievement of organizational goals.

Responsibilities

• Oversee the day-to-day operations of the President & CEO's office, managing schedules, appointments, and travel arrangements.
• Prioritize and coordinate tasks, ensuring optimal time utilization and efficiency.
• Act as a key point of contact between the President & CEO, Executive Committee, the board of directors, and major donors.
• Organize and coordinate board meetings, preparing materials, agendas, and minutes.
• Facilitate communication and relationship-building with stakeholders.
• Provide administrative support in the development and execution of strategic initiatives.
• Research, compile, and analyze information for various projects, reports, and presentations.
• Handle sensitive and confidential information with discretion and professionalism.
• Draft, edit, and proofread correspondence, reports, and presentations on behalf of the President & CEO.
• Ensure effective communication with internal and external stakeholders.
• Plan and execute high-level events and meetings including logistics, agendas, materials, and follow-up.
• Cultivate strong relationships with internal and external stakeholders, fostering a positive and collaborative environment.
• Assist with expense tracking, budget management, and financial reporting for the executive office.
• Provide support to the COO as needed, including assisting with coordination and communication within the leadership team.
• Undertake special projects as assigned by the President & CEO, contributing to the achievement of organizational goals.

Requirements

• Bachelor's degree in business administration, communications, or a related field preferred.
• Minimum of 10 years of experience in an executive assistant role or similar capacity.
• Proven success in managing a fast-paced executive office, preferably within a corporate or nonprofit environment.
• Exceptional organizational skills with the ability to multitask, prioritize, and meet deadlines in a dynamic setting.
• Strong interpersonal skills and the ability to interact with individuals at all levels, including board members, donors, and senior executives.
• Excellent written and verbal communication skills, including the ability to draft and edit professional documents.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Discretion and ability to handle confidential information with the utmost professionalism.
• Detail-oriented and proactive problem solver with a high level of initiative.