Executive Administrative Assistant

Zaman International•Inkster, MI

About The Position

The Executive Administrative Assistant provides administrative support to Zaman International’s C-suite, specifically the CEO and Executive Director, while supporting the organization’s strategic vision. The role requires exceptional organizational and problem-solving skills, sound judgment, and the ability to handle sensitive and confidential information appropriately. The assistant manages executive calendars, correspondence, reports, meeting preparation and follow-up, travel arrangements, expenses, and files. The position also supports board and committee meetings, assists with communications content, coordinates executive projects and special initiatives, and serves as a liaison between executive offices, internal teams, and external stakeholders. Additional duties may be assigned, and the job description may be revised.

Requirements

Strong judgment and discretion in handling confidential information.
Ability to manage multiple projects and priorities with minimal supervision, ensuring consistent follow-through and accountability.
Ability to adapt quickly to changing priorities, schedules, and organizational needs.
Exceptional written communication and professional writing skills.
Ability to coordinate across functions and work effectively with individuals at all levels, including executive leadership, board members, employees, donors, volunteers, consultants, and external partners.
Strategic thinking and ability to serve as a trusted sounding board and offer thoughtful recommendations and alternative perspectives to executive leadership.

Nice To Haves

College degree in nonprofit management or program administration; equivalent work experience will be considered.
Experience in a multicultural setting.
Experience working within a nonprofit organization.

Responsibilities

Provide comprehensive executive support to the CEO and Executive Director.
Maintain the CEO’s and Executive Director’s calendars, including appointments, conference calls, and internal and external report deadlines.
Attend meetings as requested and document follow-up items.
Coordinate travel arrangements and itineraries and manage related expenses.
Assemble agendas, reports, documentation, and presentation packets for Board of Directors and Board Committee meetings.
Prepare, revise, and distribute meeting minutes as directed.
Review incoming correspondence, route action items to appropriate leadership team members, and follow up to ensure completion.
Prepare, edit, and distribute correspondence for the CEO and Executive Director.
Gather data from multiple systems and spreadsheets to develop standard and ad hoc reports, presentations, and written materials, ensuring accuracy, formatting, and organization.
Provide content and graphic support as requested.
Assist the Communications Department with website and social media content, particularly content related to Zaman’s vision and leadership.
Track and coordinate multiple executive projects and special initiatives, keeping deadlines, deliverables, and follow-up items on schedule.
Create and maintain files, correspondence, and reports for future reference, and safeguard highly sensitive documents.
Serve as liaison for the CEO and Executive Director offices.
Work with internal Directors to carry out events, meetings, and employee and volunteer gatherings.
Coordinate ongoing initiatives and communications with external stakeholders, including consultants, legal counsel, media, foundations, universities, healthcare partners, vendors, and community organizations.