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Executive Assistant

The Executive Assistant will be responsible for coordinating meetings with a diverse range of stakeholders, including clients, industry professionals, and internal team members. The ideal candidate will possess strong executive assistant skills along with a basic understanding of marketing concepts.

Responsibilities

  • Schedule meetings with clients, prospective clients, editors, journalists, consultants, and industry associations.
  • Utilize ChatGPT (or similar AI tool) to assist in drafting various client communications and correspondence.
  • Provide occasional event support for company gatherings and industry conferences in Michigan.
  • Plan and coordinate travel arrangements for company leadership, including expense report management when necessary.
  • Support various departments including HR, Finance, Benefits, and Recruitment with ongoing and ad hoc tasks as directed.
  • Assist in maintaining and updating corporate standard operating procedures, ensuring adherence by relevant employees.
  • Provide support for Public Relations and personal administrative needs, including time reporting and subcontractor payment oversight.
  • Assist in drafting client communications and marketing materials using ChatGPT or similar AI tools.
  • Follow established protocols for routing information to internal and external team members.
  • Document tasks using software tools such as Wrike and report time in BambooHR.
  • Help in creating timelines and planning documentation using Microsoft Office software (PowerPoint, Excel, Word, etc.).
  • Perform ad hoc projects as assigned.

Qualifications

  • Proficient in utilizing Google Workspace tools such as Gmail, Google Calendar, Google Drive, and Google Docs.
  • Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
  • Clear and coherent in both verbal and written communication skills to convey information professionally.
  • Strong interpersonal skills and the ability to build positive working relationships with individuals at all levels within the organization.
  • Possess a proactive mindset, actively seeking solutions to challenges and identifying opportunities for improvement.
  • Strong organizational skills to manage multiple tasks simultaneously, prioritize effectively, and ensure accuracy and completeness in all aspects of their work.
  • Ability to adapt to new tools, systems, and procedures for staying current and effectively supporting the organization’s needs.
  • Flexibility in adapting to changing priorities, willingness to take on new challenges, and the ability to adjust work plans accordingly.
  • Demonstrates integrity and discretion in handling confidential information and sensitive matters.
  • Effective time management skills with the ability to prioritize tasks and meet deadlines.

Screening Criteria

  • Highschool diploma or equivalent combination of education and related work experience.
  • Minimum of three (3) years of experience in a Administrative Support role.
  • Must have a stable employment history.
Job Location: WFH Permanent

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