Executive Assistant to VP of Programs (Hybrid)

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.