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Executive Administrative Assistant - HYBRID

Portage, MI 49002 | Work from home flexibility

Posted: 05/08/2024 Job Type: Contract Industry: Other (HR, Admin, Mkt, Sales) Job Number: 25171 Pay Rate: $ 38.00 - $ 38.00

Job Description

Our client, a Global Medical Device Manufacture has an immediate opening for a Executive Administrative Assistant for a 3-4 Month + Contract.  Our client offers results-driven people a place where they can make a difference - every day!  You will also have the opportunity to work with other like-minded, self-directed and detail oriented Top Talents in an extremely collaborative and professional environment.  


This role will be supporting our clients Chief Intellectual Property (IP) Counsel, the Global IP Team and other Legal Department Exec's. 


Hybrid 2-3 days a week onsite


Position Description (Principle Duties and Responsibilities)



Enable executive and employee productivity by supporting a variety of tasks related to the organization and communications functions.  This includes responsibility for confidential and time-sensitive material and the facilitation, planning and delivery of key projects, changes, and internal/external team events.


  • Support 3+ Executives
  • Coordinate travel arrangements and manage expenses
  • Coordinate calendars and schedule appointments based on key business priorities (e.g. special projects, issues and escalations, time zone complexities).  This involves extensive networking with other exec admins throughout IT and business divisions
  • Liaise directly with corporate senior management, division executives, and administrative support staff in IT and the other divisions
  • Answer, screen, and route emails and digital collaboration chat and provide responses to internal/external customer requests
  • Provide backup administrative support to other executives, as required
  • Create and manage reports and other materials (charts, graphs, presentations, etc.) using standard Microsoft Office Products
  • Organize off-site & virtual meetings and executive divisional events including logistics, preparation of presentations and materials, resolution of problems and facilitation of special meeting requests
  • Provide support to projects and key initiatives to ensure completion of ongoing projects and special assignments.  This includes tracking of key deliverables and generation of communications


Job Requirements

What You Need:


  • Bachelor's degree strongly preferred
  • 3+ years relevant work experience required
  • Advanced understanding of clerical administrative support to executives and leaders
  • Must be proficient with travel and expense processing
  • Must be proficient with Microsoft tools (word, excel, PowerPoint, office 365)
  • Must be collaborative and work with all levels of the organization
  • Will work with other administrators to plan events and synchronize VP calendars for meetings.
  • Demonstrates in e-mail and calendar systems, prefer Outlook proficiency
  • Extensive experience utilizing collaboration tools is required
  • Excellent interpersonal, oral, and written communication skills
  • Detail Orientated, Problem Solving, Customer focused
  • Manage expense reporting
  • Manage invoice creation and monitor process to completion
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About Portage, MI

Ready to take the next step in your career? Explore exciting job opportunities in and around Portage, Michigan with us today! Nestled in the southwest region of the Great Lakes State, Portage offers a perfect blend of picturesque landscapes, vibrant cultural scene, and abundant career growth opportunities. Imagine working in proximity to Kalamazoo Nature Center, cheering on the Kalamazoo Wings at Wings Event Center, and indulging in the famous Michigan cherry pies. With renowned art galleries like the Kalamazoo Institute of Arts, charming theaters like the Barn Theatre, and the nearby shores of Lake Michigan, Portage invites you to discover a world of possibilities. Let's find your dream job amidst the charm and beauty of Portage, MI!