Executive Administrative Assistance

Detroit Rescue Mission Ministries; Detroit (MI); On-site; USD 65,000 - 90,000; Full time

Job summary

Detroit Rescue Mission Ministries is seeking an experienced executive assistant to support the President/CEO in Detroit. You will manage a demanding calendar, coordinate meetings, prepare materials, and handle communications with discretion and professionalism.

The role requires strong organizational skills, advanced proficiency with Microsoft 365, and the ability to work independently while maintaining close coordination with the CEO on priorities and sensitive matters.

Qualifications

• Proven ability to manage complex calendars and prioritise competing requests.

Responsibilities

• Manage the President/CEO’s complex calendar, including scheduling and confirming appointments, meetings, calls, internal conferences, community engagements, donor meetings, speaking engagements, and other commitments.

Skills

Calendar management

Executive support

Communication

Prioritization

Project coordination

Attention to detail

Discretion

Research

Travel coordination

Meeting minutes

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Teams

Job description

• Manage the President/CEO’s complex calendar, including scheduling and confirming appointments, meetings, calls, internal conferences, community engagements, donor meetings, speaking engagements, and other commitments.
• Serve as a gatekeeper and primary administrative point of contact for the President/CEO; appropriately prioritize requests, visitors, telephone calls, correspondence, and competing demands.
• Draft, edit, proofread, format, and prepare professional correspondence, letters, emails, memoranda, reports, presentations, meeting materials, thank-you letters, invitations, and other executive communications.
• Review incoming correspondence and communications; identify matters requiring the President/CEO’s attention, route items appropriately, prepare responses when requested, and track matters through completion.
• Make and receive telephone calls on behalf of the President/CEO; take accurate messages, obtain needed information, return or redirect calls as appropriate, and maintain a reliable system for follow-up.
• Maintain a detailed follow-up and action-item system for commitments made by the President/CEO. Track deadlines, pending responses, requested information, assignments, and outstanding matters and provide timely reminders.
• Coordinate all executive travel arrangements, including air travel, hotel accommodations, ground transportation, rental vehicles, itineraries, confirmations, meeting locations, and schedule changes. Prepare complete travel itineraries and supporting materials.
• Schedule, organize, and coordinate meetings; reserve meeting space, prepare agendas and materials, confirm participants, arrange technology or refreshments when needed, take notes or minutes when requested, and distribute follow-up items.
• Prepare the President/CEO for meetings and appointments by assembling relevant correspondence, background information, reports, presentations, directions, contact information, and briefing materials.
• Maintain accurate and confidential executive files, contact lists, correspondence records, meeting records, electronic documents, and other administrative records using organized filing and retrieval systems.
• Coordinate communication between the President/CEO and senior leadership, Board members, donors, community leaders, government officials, partners, vendors, staff, and other external stakeholders in a professional and timely manner.
• Assist with Board and executive-level administrative support as assigned, including scheduling, meeting materials, correspondence, document distribution, attendance coordination, and follow-up.
• Manage invitations, RSVPs, event registrations, speaking engagements, special events, and other commitments involving the President/CEO; ensure dates, times, locations, dress requirements, contact information, and necessary materials are documented.
• Maintain awareness of the President/CEO’s priorities and deadlines and proactively resolve scheduling conflicts, gather information, coordinate logistics, and identify issues requiring attention.
• Handle sensitive, confidential, and privileged information with discretion and professionalism at all times.
• Prepare documents for signature, maintain signature and approval workflows, and ensure completed documents are routed, copied, filed, or distributed appropriately.
• Process and organize executive administrative expenses, receipts, travel documentation, registrations, invoices, and related records in accordance with DRMM procedures.
• Maintain professional relationships with internal and external contacts and represent the Office of the President/CEO with courtesy, responsiveness, sound judgment, and the highest level of professionalism.
• Provide administrative coordination for special projects and assignments from the President/CEO, including research, information gathering, document preparation, status tracking, and communication with responsible parties.
• Provide backup administrative assistance and coordination within the Administration office when needed, while ensuring that responsibilities supporting the President/CEO remain the position’s primary focus.
• Perform other related duties as assigned by the President/CEO.
• Exceptional written and verbal communication skills, including the ability to compose professional executive correspondence.
• Excellent calendar management, scheduling, organization, prioritization, and time-management skills.
• Strong proofreading and editing skills with exceptional attention to accuracy and detail.
• Ability to manage multiple priorities, interruptions, confidential matters, and time-sensitive assignments with minimal supervision.
• Strong interpersonal skills and the ability to communicate effectively with executives, Board members, donors, government and community leaders, employees, vendors, and the public.
• High level of discretion, integrity, maturity, diplomacy, professionalism, and sound judgment.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and electronic calendar/document-management systems; ability to learn other technology used by DRMM.
• Ability to conduct basic research, organize information, prepare reports and presentations, and maintain accurate tracking systems.
• Ability to anticipate problems, identify solutions, and take appropriate initiative within established authority.
• Ability to work independently while maintaining close communication with the President/CEO regarding priorities and sensitive matters.