Executive Assistant

Full-time - Entry Level

Holland, MI

Administrative and Support Services

About the position

We are seeking an experienced and proactive Executive Administrator to provide high-level administrative support primarily to our CEO however, potentially and secondarily to other executives. In this role, you will be responsible for coordinating schedules, handling confidential information, and facilitating communication both internally and externally. The ideal candidate will have exceptional organizational skills, attention to detail, and the ability to anticipate the needs of senior executives in a fast-paced environment.

Responsibilities

• Coordinate and manage complex schedules, including meetings, appointments, travel arrangements, and calls for executives. Anticipate scheduling conflicts and proactively resolve issues as they arise.
• Assist in the planning and organizing internal and external meetings offsites, and company wide meetings. This will include scheduling, sending reminders, securing equipment and office supplies, organizing catering and acting as a point person for visitor and guest logistics.
• Coordinate domestic and international travel itineraries for executives, including flights, accommodations, transportation, and visas.
• Manage expense reports and reimbursement requests for executives.
• Partner as necessary to plan the Board of Director meetings.
• Assist in arranging and preparing materials for all executive meetings, including agendas, presentations, and meeting minutes.
• Build and maintain positive relationships with internal stakeholders, external partners, and clients on behalf of the executive team. Serve as a liaison between executives and other departments or external organizations.
• Anticipate the needs of executives and proactively provide support to enhance their productivity and effectiveness. Handle ad-hoc requests and perform additional duties as assigned.
• Maintain strict confidentiality and discretion in handling sensitive information, such as executive correspondence, personnel matters, and strategic initiatives.

Requirements

• Minimum of 5 years supporting executive or senior leadership teams
• Advanced knowledge of MS Office including Outlook, Word, Excel, PowerPoint, One Drive, SharePoint.
• Experience arranging both domestic and international travel.
• Ability to prioritize and manage complex issues.
• Ability to work independently with minimal supervision and as part of a team in a fast-paced, dynamic environment.
• Excellent written and oral communication skills
• Highly organized, resourceful, and detail-oriented
• Professional demeanor, with a positive attitude, proactive approach, and strong work ethic.
• Flexibility to adapt to changing priorities and willingness to take on new challenges as needed.

Nice-to-haves

• Bachelor's degree in business administration, communications, or related field preferred.

Benefits

• Medical
• Dental
• Vision
• 401k Plan with Match
• Life Insurance
• Parental Leave Benefits
• Discretionary Time Off (DTO)
• Paid Time Off (PTO) for Exempt and Non-Exempt employees respectively
• 11 paid holidays