Executive Assistant at Detroit Employment Solutions Corporation

Detroit, Michigan, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Jan, 26

Salary

0.0

Posted On

23 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication, Organizational Skills, Critical Thinking, Problem Solving, Microsoft Office Suite, Adobe Acrobat, Social Media, Project Management, Attention to Detail, Adaptability, Interpersonal Skills, Initiative, Professionalism, Continuous Improvement, Research, Event Coordination

Industry

Staffing and Recruiting

Description

Description Reporting to members of the DESC Executive Leadership Team, the Executive Assistant provides high-level administrative support and fosters effective working relationships across the organization. This position serves as the primary point of contact for internal and external stakeholders, liaises with the Board of Directors, coordinates executive outreach, oversees special projects, and leads various internal administrative initiatives. Requirements Key Responsibilities Scheduling & Coordination Meeting Management: Organize and schedule meetings, ensuring all participants are informed and prepared. This includes sending calendar invites, reminders, and any necessary documents ahead of time. Travel Arrangements: Coordinate travel logistics, including booking flights, accommodations, and transportation, while adhering to budget constraints and company policies. Event Logistics: Plan and manage logistics for conferences and workshops, including venue selection, catering, audiovisual requirements, and participant registration. Ensure all details are executed flawlessly. Document Preparation Correspondence: Draft, format, and proofread executive-level correspondence, ensuring accuracy and professionalism in tone and presentation. Report Generation: Create detailed reports and meeting materials, utilizing data and insights to present information clearly and effectively. Quality Control: Implement a review process to ensure all documentation meets organizational standards and is free of errors. Project Management Tool Development: Design and implement project management tools (e.g., Gantt charts, dashboards) to streamline departmental activities and enhance visibility on project progress. Milestone Tracking: Monitor project milestones and deliverables, providing regular updates to stakeholders and adjusting timelines as necessary. Project Lifecycle Management: Oversee special projects from conception through execution, ensuring alignment with strategic goals and objectives. Governance Support Meeting Preparation: Prepare comprehensive agendas for governance meetings, ensuring all necessary topics are covered and relevant materials are distributed in advance. Minute Taking: Accurately record minutes during meetings, capturing key discussions, decisions, and action items for distribution post-meeting. Compliance Monitoring: Ensure all governance activities comply with the Open Meetings Act and other relevant regulations, maintaining transparency and accountability. Communication & Relationship Management Stakeholder Engagement: Act as the primary point of contact for inquiries, providing timely and accurate responses to enhance stakeholder relationships. Diplomatic Communication: Utilize strong interpersonal skills to navigate complex situations and maintain positive relationships with diverse stakeholders. Feedback Mechanism: Establish channels for feedback from stakeholders to continually improve communication and service delivery. Administrative Support Timesheet Management: Prepare and process timesheets and expense reports in a timely manner, ensuring compliance with organizational policies. Onboarding Assistance: Facilitate the onboarding process for new administrative hires, providing training and resources to ensure a smooth transition. Cross-Training Initiatives: Collaborate with administrative support employees to develop cross-training programs, ensuring coverage during absences and enhancing team flexibility. Marketing & Publicity Assistance Publicity Coordination: Assist the marketing team with requests for publicity materials, ensuring timely delivery and quality control. Merchandise Management: Coordinate the procurement and distribution of promotional merchandise, maintaining inventory and budget oversight. Website Updates: Collaborate with the marketing team to keep the website current, ensuring content is accurate and reflects organizational priorities. City Council Requests Presentation Preparation: Assist in creating presentations, including decks and charts, for city council meetings to effectively communicate key messages. Memo Development: Draft and format memos as required, ensuring clarity and adherence to organizational standards. Research Support: Conduct research to support council initiatives, providing data-driven insights to inform decision-making. Requirements Education: Bachelor’s degree required. Experience: 3-5 years of experience supporting C-Level executives, preferably in a non-profit organization. Skills Exceptional communication and organizational skills. Strong critical thinking and problem-solving abilities. Proficient in Microsoft Office Suite, Adobe Acrobat, and social media platforms. Ability to handle confidential information with discretion. Advanced project management skills to ensure timely completion of tasks. Strong attention to detail in all aspects of work, from document preparation to event coordination. Ability to adapt quickly to changing priorities and work effectively under pressure. Personal Attributes Initiative, professionalism, adaptability, and a commitment to continuous improvement. Strong interpersonal skills to build rapport with diverse stakeholders. Eagerness to learn and embrace new challenges and responsibilities. Proactive mindset in identifying and addressing potential issues before they arise. Ability to maintain composure in high-pressure situations and diffuse conflicts effectively. Additional Information Valid Michigan Driver’s License and Insurance required for field work. Background check and drug screening are mandatory.

Responsibilities

The Executive Assistant provides high-level administrative support to the DESC Executive Leadership Team and serves as the primary point of contact for stakeholders. Responsibilities include scheduling meetings, coordinating travel, managing events, and overseeing special projects.