Executive Team Administrative Assistant

We are currently recruiting for an Executive Team Administrative Assistant for a premier manufacturing facility in the Greater Grand Rapids area. The Executive Team assistant will play a pivotal role in providing high-level administrative support to our senior-level leadership team for our North American Regions. They will maintain a seamless flow of day-to-day operations, provide executive-level administrative support, coordinate employee meetings and events, and perform other administrative duties impacting multiple teams and locations. This critical position requires strong organizational skills and strong administrative skills. We are looking for someone with prior executive administrative support to C-Suite leaders.

Administrative Duties:

· Provide travel and booking support to the North America Executive team, as well as filing of expense reports and ongoing reconciliations. Maintain monthly travel calendar for the Executive Team.

· Execute Purchase Orders and technology requests and address ad hoc system issues as they arise.

· Maintain distribution lists to ensure communication is sent to appropriate parties, including the hourly employee population. Provide editing input on organization-wide communications.

· Key point of contact for our food services and catering as needed for business functions.

· Responsible for some facilities management, including coordination of employee and visitor parking, point of contact for delivery of car fleet vehicles, and ensuring appropriate levels of office supplies.

Meeting Management Responsibilities:

· Lead coordination of Executive Team meetings, including scheduling, meeting minutes, and action tracking. Maintain and organize the Executive Team site and configure it to ensure ongoing and easy organization.

· Coordinate monthly Townhall Meetings including agenda creation, facilities & technology setup, and collation of ongoing feedback for senior leader visibility.

· Lead the seamless execution of customer visits to the Customer Solutions Center, including catering, facilities setup/teardown, and overall visitor experience.

Events and Employee Engagement Duties:

· Plan and execute employee events to include annual holiday parties, national holiday celebrations, and other regionally specific events.

· Lead communication of various celebrations and activities across the region to create a sense of community and connection amongst the various locations.

· Coordinate new employee orientation activities, including facilities setup, ordering, and maintaining ample new hire materials.

· Serve as the primary point of contact for recruitment candidates, ensuring hospitable and professional on-site interview experience.

Education/Experience required for this position:

• Associate degree (Business, communication, liberal arts)
• 5+ years of experience in executive-level administrative support to C-Suite leaders
• Highly organized, professional, and able to maintain utmost confidences in sensitive topics
• Superb written and verbal communication skills
• Strong time-management skills and multitasking ability
• Aptitude for learning new software and systems. Required experience with Microsoft Word, Excel, PowerPoint

Job Type: Full-time

Benefits:

• Health insurance

Schedule:

• 8-hour shift
• Monday to Friday

Application Question(s):

• How many years of experience do you have supporting a C-Suite Leadership team?
• How soon are you available to start work?

Education:

• Associate (Preferred)

Experience:

• Executive administrative support: 5 years (Preferred)
• Microsoft Excel: 4 years (Preferred)
• Microsoft PowerPoint: 5 years (Preferred)
• Event Coordination: 3 years (Preferred)

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Job Type: Full-time

Salary: $24.00 - $29.00 per hour

Benefits:

• Health insurance

Schedule:

• 8-hour shift
• Day shift
• Monday to Friday

Ability to Relocate:

• Grand Rapids, MI: Relocate before starting work (Required)

Work Location: In person

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