Executive Assistant

Job Title: Executive Assistant

Location: Flint, MI

Department: Administration

FLSA Status: Non-Exempt, Full-time

Reports To: Executive Director

Remote Work Eligibility: Partial

General Description

This full-time position performs confidential administrative duties acting as liaison for the Executive Director to coordinate, assist, and oversee special projects to advance FIA programs.

Responsibilities:

• Maintains calendar; creates correspondence; coordinates appointments; and manages contact information.
• Handles incoming calls and requests from employees, Trustees, the public, and other entities as necessary.
• Respectfully transmits instructions and other matters to colleagues on behalf of the Executive Director, including items of a highly confidential and sensitive nature.
• Organizes and facilitates internal and external meetings (virtual, in-person, or hybrid) by reserving rooms, arranging hospitality, recording minutes, and setting up virtual components.
• Provides administrative support for the Administration Department, including ordering supplies, managing subscriptions and memberships, and overseeing incoming and outgoing mail.
• Prepares Executive Director’s report, agendas, minutes, and notifications for Board of Trustees and some Board committees.
• Assists in keeping an accurate schedule for the Executive Director’s specific deadlines for projects, presentations, and meeting preparation.
• Conserves the Executive Director’s time by successfully completing critical aspects of deliverables with a hands-on approach, keeping them fully informed on actions that have been taken.
• Prepares PowerPoint presentations, scripts, and meeting materials.
• Assists in coordinating detailed plans for the Executive Director’s travel; support during travel; post-travel documentation and expense report processing.
• Coordinates travel for guests of the FIA as requested.
• Arranges for patron and staff gifts as requested.
• Remains informed regarding institutional policies and practices and FIA activities and programs.
• Applies FIA values to interactions to support a positive culture of belonging among internal and external stakeholders.
• Performs other duties as assigned.

Qualifications/Skills Required:

• Demonstrated ability to share complex information, ideas, and instructions clearly, effectively, and professionally to diverse audiences through written or verbal communication.
• Must have solid office administration and organizational skills to plan, manage, prioritize, and complete multiple on-going projects and goals.
• Must have proficiency in using office software, including Google Workspace and Microsoft Office Suite, and in the use of remote work technology.
• Demonstrated ability to provide excellent customer service and maintain professional interactions that promote positive teamwork.
• Must possess an understanding of ethical business conduct and professional practices including maintenance and protection of confidential and sensitive information.
• Ability to work occasional weekend and evening hours as needed.

Education and/or Experience:

• Associate degree in business and administration or related field required. Bachelor’s degree preferred.
• Five (5) years of experience as a senior executive assistant required.
• Additional years of experience may be substituted for educational requirement.

Apply To: Email Tracee Glab, [email protected]

No phone calls please.