Executive Assistant

Executive Assistant

Work Location: 601 First Street NW, Grand Rapids, MI 49504

Position Classification: Full-Time Regular

About this Opportunity

• The Executive Assistant plays a key role in maximizing the effectiveness of executive leadership by providing high-level administrative and strategic support. This position ensures the seamless coordination of executive operations, the tracking of departmental initiatives, and the handling of sensitive information with the utmost discretion. The role is essential to the development, implementation, and ongoing management of Rockford's strategic priorities.

This is a terrific opportunity to join a growing company with excellent advancement opportunities! If this position interests you, please apply online today.

Key Responsibilities

• Champion DEI:
• Promote and contribute to an inclusive workplace culture that reflects Rockford’s commitment to diversity, equity, and inclusion.
• Executive & Administrative Support:

• Provide direct, confidential administrative support to the executive team.
• Manage and coordinate complex calendars, including scheduling meetings, appointments, and travel arrangements.
• Serve as a professional and welcoming point of contact for internal and external stakeholders.

• Communication & Correspondence:

• Draft, review, and edit communications including memos, letters, reports, and presentations.
• Read and prioritize incoming correspondence and determine appropriate handling.
• Prepare meeting agendas and materials; take and distribute accurate meeting minutes.

• Meeting & Event Coordination:

• Plan and prepare logistics for meetings, conferences, and presentations, including room setup, technology coordination, food and beverage, and cleanup.
• Moderate virtual meeting participation as needed.

• Project & Strategic Initiative Support:

• Track key deliverables, deadlines, and follow-up items to ensure timely execution of executive and departmental priorities.
• Maintain and update CRM systems to track meetings, business opportunities, awards, and associated documentation.
• Conduct research and prepare briefing materials on clients, industry trends, and strategic initiatives.

• Confidentiality & Discretion:

• Handle sensitive information including compensation plans, personnel matters, internal investigations, and company trade secrets with utmost confidentiality.
• Exercise sound judgment and independent decision-making on matters of significance.

• Liaison & Representation:

• Serve as a liaison between the executive, staff, departments, board members, and external stakeholders.
• Represent the executive in meetings and communications as needed.

• Documentation & Recordkeeping:

• Maintain accurate files, reports, and statistical information.
• Coordinate travel itineraries, expense reporting, and travel record maintenance.

• Strategic & Operational Involvement:

• Support the planning and execution of short- and long-term business objectives.
• Take ownership of major assignments that impact the operational success of Rockford Construction.

• Additional Duties:

• Take on special projects and other responsibilities as assigned to support evolving business needs.

Requirements

• Associate’s degree required; Bachelor’s degree strongly preferred
• At least 5 years of experience providing executive-level administrative support
• Exceptional organizational skills with the proven ability to manage, prioritize, and balance multiple projects and deadlines
• Outstanding written and verbal communication skills, with a professional and approachable demeanor
• Ability to work independently, take initiative, and exercise sound judgment
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, and Outlook)
• Experience working with CRM systems, especially Salesforce, is highly desirable

Benefits

At Rockford, we believe that investing in our people is essential to our success. We offer a competitive compensation package along with a 401(k) plan featuring a company match to help you plan for the future. Our team members have ac