Overview
Instruction Office Administrative Assistant Jobs in Grand Rapids, MI at Forest Hills Public School District
GENERAL SUMMARY OF POSITION:
The Executive Administrative Assistant provides significant, high-level administrative support to two members of our executive leadership team. The Executive Administrative Assistant must demonstrate effective communications; discretion and confidentiality; and independent judgment in the planning, prioritization, and execution of projects, tasks, demands, and assignments that support both internal and external stakeholders. This individual must be proactive and a self-starter requiring very little supervision to complete tasks and projects. They have a collaborative work style; is well organized; effectively multi-tasks and prioritizes in a rapidly changing environment and be solution focused. This position requires extensive use of communication skills, including interpersonal, facilitative, and written/verbal.
CORE & ESSENTIAL FUNCTIONS:
Responsible for providing significant, high-level administrative support; including but not limited to: preparing complex and confidential financial, statistical, narrative, and/or other reports, memos, letters, and correspondence.
Exercise discretion and independent judgment with respect to matters of significance and confidentiality.
Assist legal team with invoice billing, contract management, and other functions as required.
Interface with high level contacts on behalf of the leadership team.
Liaise between executives and internal or external colleagues.
Interpret policies and procedures.
Responsible for confidential and time sensitive material.
Prepare agendas and prep assignments and distribute in time for effective meetings.
Responsible for interpreting and analyzing incoming memos, submissions and reports to determine their significance and plan their distribution.
Ensure accuracy in information or data requested.
Manage multiple complex calendars, including scheduling and prioritizing appointments; trouble shoot scheduling challenges; scheduling meetings, conferences, teleconferences, and travel. This includes long-range planning as well as juggling frequent last-minute changes and coordinating with internal and external constituents.
Take meeting notes and distribute– highlighting next steps and tracking progress.
Complete all travel logistics and itineraries, facilitate preparation for travel, and prepare & submit expense reports.
Ensure incoming correspondence such as emails and faxes are sorted and filed appropriately.
Maintain current filing and database system, and look for ways to continuously improve systems and processes.
Other duties as assigned.
QUALIFICATIONS:
Must possession at least a high school diploma and a post-secondary degree is preferred. Demonstrated aptitude for problem-solving; ability to determine solutions for customers (consultative sales approach). Must be able to time manage and to coordinate multiple executive’s schedules. Must be results-orientated and able to work both independently and within a team environment. Must possess excellent verbal and written communication skills. Proficiency in using Microsoft Office Suite applications and contact management software. Must be able to work under little or no direct supervision. Must have the ability to travel domestically, so the ability to travel by plane, operate a motor vehicle and maintain a driver’s license are required. Ability to occasionally work evenings, weekends, and overnight travel required.
EQUAL OPPORTUNITY EMPLOYER
We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, transgender status, age, national origin, disability, or status as a disabled, recently separated, other protected, and Armed Forces service medal veteran (collectively, “protected veteran”) or any other characteristic protected by law.
Job Type: Full-time
Benefits:
Dental insurance
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:
Monday to Friday
Ability to Commute:
Independence, OH 44131 (Preferred)
Work Location: In person
Show more
Title: Instruction Office Administrative Assistant
Company: Forest Hills Public School District
Location: Grand Rapids, MI
