Executive Administrative Assistant – Direct Hire

WSI Talent; Cooper Township (MO); On-site; USD 43,000 - 52,000; Full time

Benefits offered by this job

Direct hire

Full-time permanent position

Weekday office hours (8:00–16:00)

Job summary

WSI Talent in Kalamazoo, MI is seeking an Executive Administrative Assistant to keep the executive office running smoothly. You will manage calendars, prepare materials, and coordinate with leadership, program sites, and partners on billing and confidential tasks.

The role is a direct hire, permanent from day one, with a Monday–Friday day schedule and no nights or weekends. A precise, discreet, and organized individual will excel here.

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.
• Proficiency with office software and computer systems.
• Ability to handle sensitive and confidential information with discretion.
• Must be able to speak, read, and write basic English.

Responsibilities

• Manage calendars for the President and executive team.
• Schedule meetings and prepare materials.
• Proofread correspondence and reports; review billing documentation.
• Track quality assurance findings and corrective actions.
• Compile data for audits and internal reporting; handle special projects.

Skills

Office software

Discretion

English proficiency

Education

High school diploma

Some college coursework

Job description

Location: Cooper Township, MI

Pay Rate: $47557.00

Office: Kalamazoo, MI

Executive Administrative Assistant

Somebody keeps the executive office running. If you catch the billing discrepancy before it becomes a problem and can hold three calendars in your head without dropping a meeting, this role in Kalamazoo was written for you. You will be the connective tissue between leadership, program sites, and outside partners, which means when things run smoothly, it is usually your doing.

The employer is an established nonprofit human services organization headquartered in Kalamazoo with multiple program locations. Accuracy and discretion matter here, because the work touches billing, compliance, and confidential information daily. This is a direct hire position, permanent from day one.

A typical day starts with supporting the President and executive team: managing calendars, scheduling meetings, and prepping materials. From there you move between proofreading correspondence and reports, reviewing billing documentation and flagging discrepancies, and tracking quality assurance findings and corrective actions in the spreadsheets you maintain. Add data compilation for audits and internal reporting, plus special projects as they come. The pace is set by deadlines and detail work, and no two weeks stack up the same.

What We Offer This Role:

• $47,557 annual salary
• Direct hire, full-time permanent position
• Monday through Friday, 8:00 a.m. to 4:00 p.m.
• Consistent weekday office schedule with no nights or weekends
• A $100 bonus for every friend you refer to us, plus an additional $25 bonus for your referral to WSI.

Requirements

• 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
• Proficiency with office software and computer systems
• Ability to handle sensitive and confidential information with discretion
• Must be able to speak, read, and write basic English

If you have spent years being the most organized person in every office you have worked in, you already know whether this job fits. The organization needs someone dependable who takes ownership of the details, and in return you get a permanent seat, a predictable schedule, and work that actually matters to the people the organization serves.