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Under general supervision, assists and performs administrative duties for one or more corporate officers. Regularly works with highly confidential and sensitive information.
Position will follow a hybrid schedule: Monday-Wednesday in Grand Rapids MI corporate office, Thursday-Friday remote.
What You'll be Doing:
- Creates purchase orders, sets up interviews, prepares invoices, and may assist in reconciling or preparing the budget for each period.
- Anticipates and prepares materials needed by First Assistant for conferences, correspondence, appointments, meetings, etc.
- Establishes, maintains, and when necessary, revises files.
- Researches, analyzes and interprets data to create and compile a variety of reports, some of sensitive nature.
- Troubleshoots and anticipates First Assistant’s/area needs.
- Performs work of confidential nature such as assisting in maintenance of wage/personnel records and corporate documentation.
- Schedules meetings and appointments, manages calendars, makes travel arrangements, and performs other such functions requiring frequent contacts with top leadership and/or the public.
- May coordinate all aspects of a meeting presentation from development through execution.
- Completes project work as requested for First Assistant and the supporting team.
- This job profile is not meant to be all inclusive of the responsibilities of this position; may perform other duties as assigned or required.
What You Bring with You:
- High school diploma required.
- Some college preferred, areas of focus to include finance, HR, marketing, and business.
- 1-3 years of experience supporting a corporate officer or 3-5 years of experience in an office setting/administrative capacity.
- Previous experience working in a large organization.
- Proficient in the use of the desktop applications and the primary software used within the department where support is provided. May be required to design reports, charts, graphs and presentations, plus have the ability to operate standard office equipment.
- Knowledgeable of organizational policies, procedures, and operations.
- Strong interpersonal skills necessary to deal courteously and effectively with top leadership and a diverse group of callers and visitors.
- Maintains a highly professional image and conducts business in this manner.
- Ability to maintain confidentiality, exercise diplomacy and judgment.
- Ability to be resourceful, take initiative, follow through, and anticipate the needs of the First Assistant.
- High level of organizational skills, attention to detail, and ability to prioritize multiple tasks.
- Analytical abilities sufficient to gather and interpret corporate data for the solution of problems.
- Sound decision making skills, problem solving skills, and the ability to work independently.
- Knowledge of Microsoft Office Suite.
