Executive Assistant

Position: Executive Administrative Assistant

Summary: As a key support figure, you will directly assist the Chief Digital and Technology Officer (CDTO) and the Information Systems (IS) Teams. Your responsibilities encompass a spectrum of administrative tasks, including the orchestration of schedules, meetings, and essential documentation.

Responsibilities:

• Schedule Management: Organize and maintain schedules for the CDTO, including global scheduling.
• Meeting Support: Prepare meeting notes, track action items, and collaborate with internal IS teams to organize and focus meetings. Document meeting minutes.
• Document Management: Utilize Confluence for effective document management. Set up presentations.
• Travel Arrangements: Coordinate travel arrangements for the CDTO.
• Administrative Tasks: Prepare invoices, reports, memos, letters, financial statements, and other documents using various software applications.
• Project Management: Manage global responsibilities for CDTO projects.
• Office Coordination: Coordinate and direct office services such as records, departmental finances, budget preparation, personnel issues, and housekeeping to support the CDTO.
• Research and Reporting: Provide research and technical reports, often in the form of PowerPoint presentations.

Preferred Skills & Experience:

• Prior experience in an Executive Assistant, Executive Administrator, or similar role.
• Strong exposure to scheduling, especially internationally.
• Adept working with individuals from other countries and/or who speak other languages.
• Comfortable working with Office 365 suite formatting PowerPoint presentations, excel sheets, etc.
• Experienced with project support or management.
• Ability to build relationships and rapport.

Location:

• Grand Rapids, MI (Hybrid / Ability to work remotely 1-2 days per week)

Benefits:

• Medical, Dental, Vision, PTO, Tuition Reimbursement, Growth Potential.

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