Strategic Executive Assistant to CEO & Board

Family Health Center; Kalamazoo (MI); On-site; USD 65,000 - 90,000; Full time

Job summary

Family Health Center in Kalamazoo, MI seeks an Executive Assistant to the President & CEO to act as a trusted partner on the executive team. This senior-level role supports the CEO and Board, manages schedules, travel, and communications, and handles confidential matters with discretion in a fast-paced, mission-driven environment.

The role requires strong organizational and interpersonal skills, experience supporting C‑Suite executives, and a proactive approach to problem-solving.

Qualifications

• Must be a licensed Notary Public or eligible and willing to become a Notary Public.
• Possess a valid driver’s license, clean driving record and must be able to provide own reliable vehicle for assigned duties.
• Ability to exercise good judgment in a variety of situations.
• Strong written and verbal communication, administrative, and organizational skills.
• Ability to maintain a realistic balance among multiple priorities.
• Experience and interest in internal and external communications.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including Board members, donors, patients, staff and others.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Responsibilities

• Completes a broad variety of administrative tasks for the President & CEO including: calendar management, correspondence, expense reports, meals, meeting rooms, and travel plans.
• Plans, coordinates and ensures the President's schedule is followed and respected; acts as gatekeeper.
• Communicates directly with Board members, donors, patients, staff and others on matters related to the President’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues addressed to the President, including confidential matters.
• Provides a bridge for smooth communication between the President's office and internal departments.
• Works closely with the President to keep him/her informed of commitments and responsibilities.
• Provides leadership to build relationships crucial to the organization's success and manages special projects.
• Drafts acknowledgement letters and other communications to facilitate leadership.
• Prioritizes conflicting needs and follows through on deadlines.
• Serves as the President's liaison to the board of directors and assists with travel arrangements.
• Maintains discretion and confidentiality with board members.
• Ensures compliance with bylaws regarding materials distribution before meetings.
• Participates as an adjunct member of the Executive Team and coordinates senior management meeting agendas.
• Facilitates cross-divisional coordination of travel and outreach plans.
• Keeps the President's bio updated and responds to requests for materials.

Skills

Notary Public

Driver's license

Discretion

Calendar management

Communication skills

Education

Bachelor's degree

5-10 years supporting C-Level Executives

Tools

Microsoft Office

Adobe Acrobat

Social Media platforms

Job description

Family Health Center in Kalamazoo, MI seeks an Executive Assistant to the President & CEO to act as a trusted partner on the executive team. This senior-level role supports the CEO and Board, manages schedules, travel, and communications, and handles confidential matters with discretion in a fast-paced, mission-driven environment.

The role requires strong organizational and interpersonal skills, experience supporting C‑Suite executives, and a proactive approach to problem-solving.