Executive Administrative Assistant

KPEP; Kalamazoo (MI); Hybrid; USD 48,000 - 66,000; Full time

Job summary

KPEP is seeking an Executive Administrative Assistant to provide comprehensive administrative support to the executive leadership team. This role handles calendars, correspondence, reports, and presentations while safeguarding confidential information in a fast-paced, in-person office.

The ideal candidate will be highly organized with excellent communication and multitasking abilities, comfortable with billing, quality assurance, and compliance activities, and able to coordinate across programs,

Qualifications

• Must have high school diploma or equivalent.
• Some college coursework preferred.
• Experience in billing, compliance activities, or nonprofit operations is desirable.

Responsibilities

• Provide high-level administrative support to the President and executive leadership team.
• Manage calendars, schedule meetings, coordinate appointments, and assist with meeting preparation and follow-up.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, and other organizational documents.
• Assist with quality assurance activities, including reviewing documentation for accuracy, completeness, and compliance with established requirements.
• Track quality assurance findings, deadlines, corrective actions, and required follow-up.
• Support billing processes, including reviewing documentation, preparing billing information, identifying discrepancies, and assisting with timely and accurate submission.
• Maintain spreadsheets, databases, reports, and tracking systems used for billing, quality assurance, and organizational operations.
• Collect and compile data for internal reports, contract requirements, audits, accreditation activities, and other compliance-related needs.
• Assist with preparation and organization of materials for audits, monitoring visits, accreditation reviews, and contract compliance activities.
• Coordinate communication and information between executive leadership, program locations, employees, and external partners.
• Assist with special projects, research, data collection, and other initiatives assigned by executive leadership.
• Provide backup administrative support and assist with general office operations as needed.
• Perform other duties as assigned to support the effective and efficient operation of KPEP.

Skills

Highly organized

Detail-oriented

Strong communication

Multitasking

Discretion

Education

High school diploma or equivalent

Some college coursework preferred

Tools

MS Office

Administrative software

Job description

Description

KPEP is seeking a highly organized, detail-oriented Executive Administrative Assistant to provide comprehensive administrative support to the executive leadership team. This position plays an important role in supporting day-to-day organizational operations, with responsibilities that include executive administrative support, quality assurance, billing, and other key administrative functions.

The ideal candidate is a dependable professional with strong organizational and communication skills, excellent attention to detail, and the ability to effectively manage multiple priorities while handling sensitive and confidential information with discretion.

This is a full-time, in-person position, working Monday through Friday from 8:00 a.m. to 4:00 p.m.

Responsibilities include:

• Provide high-level administrative support to the President and executive leadership team.
• Manage calendars, schedule meetings, coordinate appointments, and assist with meeting preparation and follow-up.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, and other organizational documents.
• Assist with quality assurance activities, including reviewing documentation for accuracy, completeness, and compliance with established requirements.
• Track quality assurance findings, deadlines, corrective actions, and required follow-up.
• Support billing processes, including reviewing documentation, preparing billing information, identifying discrepancies, and assisting with timely and accurate submission.
• Maintain spreadsheets, databases, reports, and tracking systems used for billing, quality assurance, and organizational operations.
• Collect and compile data for internal reports, contract requirements, audits, accreditation activities, and other compliance-related needs.
• Assist with preparation and organization of materials for audits, monitoring visits, accreditation reviews, and contract compliance activities.
• Coordinate communication and information between executive leadership, program locations, employees, and external partners.
• Assist with special projects, research, data collection, and other initiatives assigned by executive leadership.
• Provide backup administrative support and assist with general office operations as needed.
• Perform other duties as assigned to support the effective and efficient operation of KPEP.

The ideal candidate must be organized, professional, detail-oriented, and able to manage multiple priorities in a fast-paced environment. Strong communication skills, confidentiality, and proficiency with office software and computer systems are essential.

Qualifications:

Requirements

Qualifications

• High school diploma or equivalent required; some college coursework preferred
• Previous office or administrative experience preferred
• Experience with billing, compliance activities, or nonprofit operations is highly desirable