Senior Executive Assistant

Executive Assistant, French - ArchitectureLocation: Auburn Hills, MI - primarily in-officeType: Full-TimeExperience Level: HighExperiencedAbout The Position: Join our dynamic architecture firm, where creativity meets functionality and service meets trusted client advisory. We are dedicated to delivering exceptional client care, enduring architecture, and innovation that shapes the future of education, municipal, and commercial markets. We are the leading K-12 Planning, Design and Construction Firm in Michigan. Every day, 400,000+ of Michigan's 1.4M students enrolled in K-12 schools (2024) walk through a French - Architecture project.We are a growth-oriented company and are seeking an Executive Assistant (EA) to partner with our CEO and work closely with other senior leaders and business managers to ensure smooth operation of the company. The position will be responsible for working closely with the CEO to propose client solutions, grow relationships, and administer overall aspects of the firm. The EA will document best practices, prepare presentations, execute varying tasks, and support strategic, financial, human resource initiatives, and client projects as may be required.The ideal candidate should possess a helpful and friendly "team player" attitude with keen attention to organization and details. Must be highly dependable, flexible, and have a positive attitude. Excellent verbal, written, and organizational skills are essential for this role.Responsibilities: Support CEO: Work directly with the CEO to support all aspects of their daily work routine. Support senior leadersCEO direct reports from time to time as needed.Schedule Management: Maintain the CEO's calendar, including scheduling meetings, appointments, client engagements, and travel arrangements (mostly localMichigan-based). Exercise discretion in committing time and evaluating needs. Assist in appointment preparation: communications, agenda, and deliverables.LiaisePoint of Contact: Support CEO while in appointments by serving as a liaison between internal staff, partners, and clients. This includes receiving and screening phone calls and visitors, conducting research, responding to various questions, and executing tasks, allowing the CEO to multi-task during appointments and travel.DashboardingObjective Tracking: Coordinate collection and reporting for project results and key objectives as needed; play a key role in gathering and presenting firm-wide goals and strategic objectives. Participate in implementation and ongoing management of annual strategic planning processes and roll-out of Entrepreneurial Operating System (EOS) and performance management programs.Support Executive Initiatives: Coordinate, document, organize records, and help communicate key projects and programs the CEO manages: Information ManagementIT, Human Resources, Finance, Insurance, Operations, Benefits, ESOP401K, etc. Research and develop content for internal and external communications.Manage Special Projects as Assigned: Manage individual projects and represent the office of the CEOcompany brand with activities and processes, including research, scheduling, planning, intake, prioritization, initiation, execution, and training, as well as fostering collaboration with end-users and key stakeholders.Serve as a primary point of contact: Receive and organize ESOP, Governance, Insurance, Legal, etc. Help anticipate, schedule, and plan the work of the different groups and provide administrative support for governance. Help onboard new employees, arrange for office services, and approve invoices as assigned.Create Presentations, Proposals, and Professional Communications: Write, editproof, and support on-brand, world-class communications, presentations, and white papers for internal and external audiences.Help to prioritize matters of attention: Redirect matters to staff to handle or handle matters personally, as appropriate. Help to keep the CEO advised of time-sensitive and priority issues, keep an ear to the ground for staff, client, or other needs, and ensure appropriate follow-up.Event Management: Help coordinate client development or routine socialcultural hospitality needs.Administrative Support: Minor printing, mailovernight packages, copying, filing, and emailmessage support. Prepare documents, reports, tables, and charts; distribute as appropriate. Completeproof or compose routine correspondence for the CEO's signature.Relationship Management: Support Customer Relationship Management (CRM) system(s)objectives. We are implementing Deltek Vantage to augment our typical Microsoft product-based client lists and client campaign resources.Expense Reporting and Budgeting: Prepare, reconcile, and submit expense reports. Maintain a system of collecting future budget considerations and forecast items.Professional presentation and demeanor: Represent the office of the CEOcompany brand well. Must be able to maintain confidentiality, have acute situational awareness, and exhibit business maturity while exemplifying emotional intelligence at all times.Whatever it takes: Routinely perform a wide variety of support duties. We are an agile business; every day is different, and we all help each other. Additional andor alternative duties may be assigned occasionally as needed.Qualifications: Experience: Minimum of 15 years' experience. Prior experience managing executive responsibilities, financial, human resource, marketing, IT, and other business knowledge required.Education: Business school graduatecollege graduate required.Designations: Notary preferred (or achievable in short order). Professional Administrative Certification (PACE), Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), or Certified Associate in Project Management (CAPM) - or similar, desirable, but not required.Excellent Managerial Skills. Ability to deal with all types of people, situations, and deadlines. Must be very organized, reliable, dependable, and discreet when necessary. Must be able to work independently, accurately, and focus on details.Traits: Flexible and cooperative. Ability to work in a fast-paced, projectdeadline-oriented environment. Great communication and time management skills. Proactive team player with a positive attitude. Technical: Microsoft Office Suite: High level of competency in Word, Outlook, PowerPoint, Excel, and Teams is required. MS Smartsheet's or MS Analytics experience a big petency in Adobe InDesign, Adobe Acrobat andor Bluebeam, ERP systems (we use Deltek), and Tableau - or any similar business applications would also be a big plus.What We Offer: Competitive Salary: An attractive compensation package will be developed for the right candidate.Benefits: The total benefits program is designed to make sure you feel valued in your role. Our Total Benefits program is designed to support you and your family's physical, financial, and mental health. Benefits available to full-time employees include:Competitive compensation. commensurate with experience. Position includes a base salary and bonus potential contingent on individual and company performance.Employee Stock Ownership Plan (ESOP). We provide annual grants of stock to all qualified employees. Subject to plan parameters.401K. We provide a company matching 401K to all qualified employees. Subject to plan parameters. Includes access to financial planning resources.Health Benefits. Comprehensive Medical, Prescription, Dental and Vision coverage through national carriers.Life Insurance. Company-paid Basic Life, with optional Supplemental Life and Accidental Death & Dismemberment coverage for you and your dependents.Disability Insurance. Company paid Short and Long-Term Disability Insurance, with optional Buy-Up Long-Term Disability.Health Savings Account and Flexible Spending Accounts. Varies with plan design and carriers, but individual programs may allow you to set aside pre-tax money for eligible healthcare and dependent care expenses.Employee Assistance Program. Employees and household members have access to confidential professional support resources.Paid Time Off. Company has generous allowances for personal time including sick, vacation, and personal days.Voluntary benefits. We offer Accidental Injury, Critical Illness, Hospital Indemnity, Disability Insurance, Whole Life Insurance, and Identity Theft Protection.Transit program. Allows you to use pre-tax dollars (up to statutory limits) to pay for your public transportation andor parking expenses.Paid Company Holidays and Events. We offer additional days off from time to time, when we can (such as extended office closures for holidays, etc.). Employee discount programteam spirit programs. Company provided swag, group discounts, and miscellaneous company store items.Professional Development: Opportunities for continuous learning and career advancement and reimbursements for qualified training and licensure.Work-Life Alignment: Flexible work environment with a focus on work-life balance.Growth and maximizing your potential. We are a great place to build your career and have a culture that is second to none.How to Apply: Interested candidates are invited to submit their resume, a cover letter, and any supporting documents to Carrie Pardon at .

Created: 2025-02-06