Executive Assistant

Job Summary

The Executive Assistant serves as a strategic partner and primary executive support to the Chief Executive Officer (CEO), while also providing high-level support to the Chief Operating Officer (COO) and Chief Financial Officer (CFO), as well as the Board of Directors.

The Executive Assistant is responsible for managing complex executive calendars, coordinating board governance activities, and overseeing administrative and project-based initiatives that support organizational effectiveness. The role operates with a high degree of autonomy and discretion, handling confidential and sensitive information while exercising sound judgment in planning, prioritizing, and executing work. A comprehensive understanding of organizational operations, governance procedures, and executive-level workflows is required, along with the ability to respond flexibly to changing priorities.

This is a part-time role (up to 30 hours per week) and requires flexibility to adjust schedule as needed to support executive, board, and organizational activities.

Key Responsibilities                                

Executive & Strategic Support

• Serve as a trusted partner and primary point of administrative and operational support to the CEO, COO, and CFO


• Proactively manage complex and competing executive calendars, meetings, and priorities, adjusting schedules as organizational needs evolve


• Anticipate executive needs and independently resolve administrative and operational issues to ensure efficient use of executive time


• Act as a liaison between executive leadership and internal and external stakeholders, facilitating clear, timely, and professional communication


• Provide flexible support to accommodate meetings, deadlines, and time-sensitive initiatives that may vary by day or week

Board & Governance Support

• Provide comprehensive support to the Board of Directors and Board Committees, including meeting coordination, agenda development, and governance documentation


• Partner closely with the CEO and Board Chair to compile, review, and distribute board pre-read materials in a timely manner


• Prepare, maintain, and archive accurate board and committee meeting minutes, resolutions, and action items


• Ensure compliance with governance requirements, including maintenance of required Chapter and organizational documentation

Administrative & Project Management

• Prepare executive-level correspondence, reports, presentations, and briefing materials with a high level of accuracy and professionalism


• Manage secure electronic and paper-based document systems, ensuring confidentiality, organization, and accessibility


• Coordinate and support special projects and cross-functional initiatives on behalf of executive leadership, tracking timelines and deliverables

Human Resources, Operations & Technology Support

• Support HR-related initiatives, including job postings, recruitment coordination, background checks, onboarding, badging, personnel file maintenance, and offboarding


• Assist with operational and administrative functions related to organizational needs


• Coordinate information technology and office support needs, including procurement of computers, office supplies, and equipment


• Serve as a point of contact for administrative and operational inquiries, escalating matters appropriately

Office & Communication Management

• Manage incoming correspondence, communications, and mail, prioritizing and routing items appropriately


• Maintain a professional, organized office environment that supports executive and organizational needs

Education, Experience & Qualifications

• Demonstrated experience serving as a strategic partner to executive leadership, with direct support of multiple C-suite executives (CEO, COO, and/or CFO)


• Proven experience supporting Boards of Directors and working within governance structures


• Ability to manage multiple priorities and complex projects simultaneously with minimal supervision


• Exceptional organizational, time-management, and problem-solving skills


• Strong interpersonal skills with the ability to work effectively across a wide range of personalities and functional areas


• Excellent written and verbal communication skills with strong attention to detail


• High level of discretion and integrity in handling confidential and sensitive information


• Advanced proficiency in Microsoft Office and business productivity tools


• Self-motivated, proactive, and adaptable, with the ability to work independently while contributing as a collaborative team member


• Willingness and flexibility to adjust work hours within a part-time schedule (up to 30 hours per week) to meet organizational and executive needs

Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, must be available to work irregular hours and occasional weekends. The noise level in the work environment is usually moderate. Ability to travel throughout Ann Arbor area may be required.

Physical Abilities that are commonly associated with the performance of the functions of this job.  The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Light sedentary office work. Frequently required to sit.

Physically able to travel between RMHCAA locations and others via personal vehicle or similar convenance.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel; talk or hear.

Must be physically capable of carrying 35 lbs.
 

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.  Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.