Executive Assistant

Charles Stewart Mott Foundation; Flint (MI); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, dental and vision insurance

15 paid holidays

3 weeks vacation

401(k) and pension plan

3:1 charitable contributions match

Hybrid schedule: Mon-Thu in person;Fri

Job summary

The Charles Stewart Mott Foundation is seeking an executive assistant to provide high-level executive and administrative support to the vice president-Programs.

This role partners closely with the lead executive assistant to ensure seamless executive support, continuity of operations, and cross-coverage for the Executive Office, CEO, vicepresident-Administration/CFO, board of trustees, and other Foundation staff as assigned.

Qualifications

• A bachelor’s degree or equivalent combination of education and experience.
• Five to 10 years of relevant executive administrative support experience.
• Highly organized, proactive and professional.
• Excellent written and verbal communication skills, including strong proofreading, editing and document preparation skills.
• Demonstrated ability to manage complex calendars, coordinate priorities and meet deadlines in a fast-paced environment.
• Exceptional judgment, professionalism, confidentiality, discretion, adaptability and customer service orientation.

Responsibilities

• Manage calendars, travel arrangements, meetings, expenses and executive correspondence.
• Handle confidential inquiries, correspondence and requests using professionalism, discretion and sound judgment.
• Prepare executives for meetings by assembling agendas, background materials and follow-up items.
• Draft, edit, proofread and coordinate executive correspondence, board materials, presentations, grants and other confidential documents.
• Prepare internal and external communications on behalf of supported executives.
• Coordinate trustee notebooks and ensure board materials are complete, approved and distributed on schedule.
• Support board of trustees and committee meetings, including scheduling, logistics, trustee materials, minutes and travel arrangements.
• Support Foundation meetings, site visits and governance-related activities as assigned.
• Provide cross-coverage for the Executive Office, CEO, vice president-Administration/CFO and lead executive assistant during absences or peak workload periods.
• Work collaboratively with the lead executive assistant to balance workloads and ensure continuity of executive support.
• Handle confidential projects and special assignments with care and discretion.
• Identify opportunities to improve administrative processes and executive support systems.
• Maintain knowledge of Foundation programs, administrative operations and Foundation-wide policies.

Skills

Calendar management

Executive support

Communication

Discretion

Project coordination

Education

Bachelor’s degree

Job description

The Charles Stewart Mott Foundation is seeking an executive assistant to provide high-level executive and administrative support to the vice president-Programs. This role partners closely with the lead executive assistant to ensure seamless executive support, continuity of operations, and cross-coverage for the Executive Office, CEO, vicepresident-Administration/CFO, board of trustees, and other Foundation staff as assigned.

This is an opportunity to work closely with Foundation leadership, contribute to high-impact initiatives and play an integral role in advancing the Foundation’s mission through exceptional executive support, sound judgment and strong attention to detail.

Responsibilities

• Manage calendars, travel arrangements, meetings, expenses and executive correspondence.
• Handle confidential inquiries, correspondence and requests using professionalism, discretion and sound judgment.
• Prepare executives for meetings by assembling agendas, background materials and follow-up items.
• Draft, edit, proofread and coordinate executive correspondence, board materials, presentations, grants and other confidential documents.
• Prepare internal and external communications on behalf of supported executives.
• Coordinate trustee notebooks and ensure board materials are complete, approved and distributed on schedule.
• Support board of trustees and committee meetings, including scheduling, logistics, trustee materials, minutes and travel arrangements.
• Support Foundation meetings, site visits and governance-related activities as assigned.
• Provide cross-coverage for the Executive Office, CEO, vice president-Administration/CFO and lead executive assistant during absences or peak workload periods.
• Work collaboratively with the lead executive assistant to balance workloads and ensure continuity of executive support.
• Handle confidential projects and special assignments with care and discretion.
• Identify opportunities to improve administrative processes and executive support systems.
• Maintain knowledge of Foundation programs, administrative operations and Foundation-wide policies.

Qualifications and requirements

• A bachelor’s degree or equivalent combination of education and experience.
• Five to 10 years of relevant executive administrative support experience.
• Highly organized, proactive and professional.
• Excellent written and verbal communication skills, including strong proofreading, editing and document preparation skills.
• Demonstrated ability to manage complex calendars, coordinate priorities and meet deadlines in a fast-paced environment.
• Exceptional judgment, professionalism, confidentiality, discretion, adaptability and customer service orientation.
• Ability to work cooperatively and productively with colleagues, trustees, grantees, vendors, guests and other partners.
• Confident with technology and a proactive approach to improving efficiency through tools and systems.
• Commitment to integrity, transparency, accountability, ethical conduct and responsible stewardship of Foundation resources.

Compensation and benefits

The Charles Stewart Mott Foundation offers a generous salary and benefits package, including:

• medical, dental and vision insurance for employees and their families, paid at 100% for most plans
• 15 paid holidays and three weeks of vacation
• both a 401(k) and pension plan

The Foundation also provides employees with a 3:1match for their personal charitable contributions.

The role requires in-person participation Monday through Thursday, with the option for remote work on Fridays. Employees also have an additional bank of remote days they may use throughout the year.

About the Charles Stewart Mott Foundation

Automotive pioneer Charles Stewart Mott established the private charitable foundation that bears his name in 1926 in Flint, Michigan. The Mott Foundation supports and works with organizations in our hometown of Flint and communities around the world to promote a just, equitable and sustainable society. We make grants to nonprofit organizations working in our four areas of interest: the Flint area, youth engagement, environment and civil society. In 2025, the Foundation made 396grants totaling more than $161million. For more information, visit mott.org

The Mott Foundation is an equal opportunity employer and encourages diversity of thinking, background and perspective among its staff.

All qualified individuals are encouraged to apply.