Executive Assistant

2 weeks ago

Grand Rapids, United States Management Business Solutions, Inc. Full time

SUMMARY: The Executive Assistant will provide high-level administrative and operational support to the President and other officers of the Wege Foundation, ensuring the effective coordination and execution of their responsibilities. This role requires exceptional organizational and interpersonal skills, attention to detail, and the ability to manage multiple priorities. The Executive Assistant will also contribute to the Foundation’s operations by assisting with communications, event logistics, office management, and serving as a key liaison between the Foundation and external partners. The Wege Foundation offers an excellent benefits package and a competitive salary that is commensurate with experience. The foundation operates with a hybrid work schedule. This position will be based at the Wege Foundation’s office in Grand Rapids, MI.

RESPONSIBILITIES:

The Executive Assistant’s responsibilities will include:

Executive Support

  • Perform all administrative duties to support the President and other officers, enabling them to be highly effective in executing their roles.
  • Manage the President’s calendar (schedule calls, plan meetings, etc.) and support scheduling for other officers as needed.
  • Plan, coordinate, and ensure that schedules are thoughtfully constructed, supporting expressed priorities.
  • Work closely with the President and officers to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
  • Prepare for meetings by providing preparatory information and taking notes as required.
  • Research, prioritize, and manage responses to incoming correspondence and requests.
  • Make travel arrangements for the President and other officers as required.
  • Assist with production and quality control of outgoing work products.

Communications Liaison

  • Serve as the key point of contact for executive assistants at grantee organizations and partner foundations.
  • Assist with website updates, production of promotional materials, press releases, and report production.
  • Coordinate internal and external communications to ensure effective information flow between Foundation leadership and stakeholders.

Office Management

  • Oversee the day-to-day operations of the Foundation’s Grand Rapids office, ensuring the office functions smoothly.
  • Manage office supply inventory and ordering, as well as relationships with vendors, contractors, and service providers (e.g., tech support, utilities, and office equipment).
  • Host visitors and coordinate the use of the office’s conference room.
  • Serve as the initial face of the Foundation by greeting visitors and answering telephone calls professionally.

Meeting and Event Coordination

  • Coordinate and set up meetings and conference calls, assisting with event logistics and setup/breakdown of meeting spaces.
  • Manage program logistics and calendars for meetings and conferences, including arranging travel and catering.
  • Support meeting preparation by developing agendas and providing follow-up materials as necessary.

Administrative Support

  • Provide administrative assistance for Foundation staff, including photocopying, scanning, mailing, scheduling, note-taking, and maintaining files.
  • Handle all incoming and outgoing correspondence, including mail, email, and faxes.
  • Assist with discrete program-oriented research tasks.
  • Support effective management of Foundation operations by completing special projects as designated by the President or other senior staff.

QUALIFICATIONS:

· 3 years of relevant administrative experience.· Proven ability to work independently and take initiative in decision‐making and problem‐solving· Strong computer skills, including experience maintaining and manipulating a database. Proficient with Windows, Microsoft Office (Word, Excel, Outlook, PowerPoint).· Experience working collaboratively as part of a small team.· Excellent attention to detail and ability to manage multiple ongoing tasks.· Excellent written and verbal communication and interpersonal skills, including sense of humor and calm under pressure.· Knowledge of social media (LinkedIn, Facebook, Instagram) best practices is preferred. · Project management experience is preferred.· Experience with website maintenance and content management systems; knowledge of basic HTML is preferred.· Knowledge of and interest in philanthropy and the Grand Rapids nonprofit community.· Interest in professional development and growth.

MANAGEMENT BUSINESS SOLUTIONS IS AN EQUAL-OPPORTUNITY EMPLOYER


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