Executive Assistant

Job Title:

Executive Assistant

Job Location:

This position is on-site/in-office, located in Livonia, MI. only and is not eligible for remote work.

Job Description:

We are looking for a highly organized, self-sufficient, and proactive Executive Assistant to support our Chief Executive Officer (CEO) and ensure seamless day-to-day operations in our office. This role requires a detail-oriented professional who can manage diverse tasks independently and adapt quickly to new challenges, from managing executive schedules to overseeing office administration. The ideal candidate will be a quick learner with excellent communication skills, a high degree of professionalism, and a proactive approach to problem-solving.

Key Responsibilities:

Executive Support

• Manage and coordinate executive calendars, schedule meetings, and handle appointment requests.
• Screen calls, emails, and other communications, responding on behalf of the executives when appropriate.
• Prepare agendas, presentations, and reports for meetings. Take detailed minutes, follow up on action items, and distribute summaries as needed.
• Assist in various projects by conducting research, compiling data, preparing reports, and managing project timelines.
• Monitor the executive’s workload and help prioritize tasks to ensure deadlines are met.
• Handle sensitive information with the utmost confidentiality and professionalism.

Operational Oversight

• Lead and manage daily operations across [departments/teams] to ensure consistent, high-quality service delivery and adherence to SLAs.
• Identify and implement process improvements to increase efficiency, reduce waste, and enhance team productivity.
• Monitor key operational metrics and KPIs, providing regular reporting and insights to leadership for strategic decision-making.
• Coordinate cross-functional initiatives and act as a liaison between technical teams, leadership, and other departments to align goals and timelines.
• Own incident response and escalation processes, ensuring timely resolution and continuous improvement in root cause analysis and prevention.

Office Management

• Order and maintain office supplies and manage inventory to ensure the office is well-equipped.
• Oversee daily office operations, including managing office equipment and coordinating maintenance requests.
• Organize and execute office events, meetings, and team-building activities, ensuring all logistical details align with company goals and preferences.
• Handle incoming and outgoing mail, packages, and deliveries.
• Serve as the main point of contact for vendors, service providers, and building management.

Qualifications:

• Experience: Some experience as an executive assistant, office manager, or similar.
• Skills: Proficient in Microsoft M365 Suite, including Teams, Word, Excel, and PowerPoint; excellent written and verbal communication skills.
• Abilities: Exceptional organizational skills, high attention to detail, and the ability to multitask.
• Personal Qualities: Strong interpersonal skills, proactive, resourceful, and able to work independently with minimal supervision.