Executive Administrative Assistant

The Executive Administrative Assistant is based on site at the Southfield, MI facility and provides high-level administrative support and assistance to the VP & Executive Leadership team. The Executive Administrative Assistant manages schedules, coordinates travel arrangements, and performs administrative tasks to support the leaders. This role also emphasizes analytical processes and performs analyst responsibilities including gathering data, utilizing analytical programs (Excel, database software, etc.). This role is required to be onsite a minimum of three days per week, with additional days as needed.

 

Essential Duties and Responsibilities:

 

• Maintains Outlook Calendar, schedules meetings, and arranges travel and accommodations for the VP & Executive Leadership team globally and domestically.  Manages expense systems on behalf of the team.
• Attends all staff meetings and takes notes on meeting discussions.  Records meeting minutes.
• Represents team onsite and receives all incoming matters in the event that the staff is traveling or otherwise out of office.
• Performs administrative tasks including preparing letters, memos, invoices, reports, PowerPoint presentations, other documents.  Manages incoming communications (mail, e-mail, fax, packages, etc.) on behalf of team, and summarizes and/or distributes to appropriate recipients.  Maintains records and orders supplies.
• Compiles and analyzes data using Microsoft Excel and composes such data into visual graphics and presentations using Microsoft PowerPoint.
• Gathers, prepares, and summarizes spend reports, exception reports, and compliance/non-compliance reports as required and structured by team.
• Ensure building supplies including but not limited to office supplies, break room essentials- K-cups, cream, sugar etc. always remain stocked and available in building. Assists IT in ordering equipment for the office and employees.
• Coordinate large meetings and create and distribute building wide announcements to the team.
• Ability to collaborate closely and efficiently with the Presidents Executive Administrative Assistant.
• Reconcile company procurement card and manage necessary purchases using it. Ensure invoices are paid by creating purchase orders and/or using company issued credit cards.
• Ensure purchase orders are completed correctly and efficiently for existing team members.
• Performs additional duties as assigned and participates in special projects as required.

 

Minimum Requirements

 

Education:  Degree preferred but extensive experience accepted. 

 

Experience:  Minimum 5-8 years of experience providing administrative support to executive-level leaders.

 

Skills:

• Advanced proficiency in Microsoft Excel, with ability to use functions, work across multiple worksheets and workbooks, and to import and export information.
• Ability and willingness to respond quickly and appropriately