Executive Assistant

We are looking for a highly organized and proactive Executive Assistant to join our team in Battle Creek, Michigan. In this long-term contract position, you will provide high-level administrative support to executive leadership, ensuring the efficient management of schedules, correspondence, and special projects. This role requires exceptional communication skills, attention to detail, and the ability to collaborate effectively across teams and external partners. M-F, 8am-5pm. Long-term contract.

Responsibilities:

Provide administrative assistant support for three directorsSupport travel

• travel requests; travel reportsTeam retreats or team meetings, both internal and with other teams
• arranging meeting space, logistics, menusSpecial events
• coordination with vendors and other participating organizations, supporting event logistics and activities, meeting and travel schedulingHandling media requests and communications inquiries
• assisting with monitoring the media and communications inboxes for incoming inquiries and tracking responsesProcess p-card expensesBackup contract support
• vendor tracking, contract tracking, contract renewalsLeader presentations
• support presentation material, meeting materials, board reports
• Build and maintain strong relationships with colleagues, grantees, and partners to support team and organizational activities.
• Provide executive-level administrative support, including managing confidential information, scheduling meetings, preparing documents, and coordinating travel logistics.
• Assist with budget planning and administration by analyzing financial data, processing invoices, reconciling accounts, and generating reports.
• Lead specific projects identified by leadership, developing project plans, tracking progress, and ensuring deadlines and budgets are met.
• Facilitate team and project meetings, updating tools like Trello boards, and engaging team members to achieve desired outcomes.
• Coordinate with other teams to plan meetings, manage office space logistics, and support internal and external events.
• Act as a talent liaison by collaborating with HR and leadership teams on initiatives such as onboarding, talent acquisition, and organizational development.
• Represent the organization in cross-functional working groups, providing thought leadership and project management expertise.
• Assist in organizing Executive Council and leadership cohort meetings, ensuring smooth coordination and facilitation.
• Perform additional duties as assigned, contributing to the overall success of the team.