Executive Assistant to President & CEO

FAMILY HEALTH CARE CENTER OF KALAMAZOO•Kalamazoo, MI

About The Position

The Executive Assistant to the President & CEO provides high-level, one-on-one executive support and serves as the primary point of contact for internal and external constituents on matters concerning the Office of the President. Reporting directly to the President and CEO, the role acts as a liaison to the Board of Directors and senior management, coordinates executive outreach and external relations, and oversees special projects. It is a service-driven, senior-level partnership within a small, entrepreneurial, mission-driven, results-driven, and community-oriented organization—not a traditional administrative role. The Executive Assistant manages the President’s complex schedule and correspondence, supports communications and relationships with Board members, donors, patients, staff, and other stakeholders, and helps keep the President informed of commitments and emerging issues. The position requires independent judgment, discretion with confidential matters, adaptability across competing priorities, and the ability to complete projects from conception through completion, often under deadline pressure. The role also supports Board and executive-team meetings, travel coordination, and organizational communications, and may require non-traditional hours.

Requirements

Must be a licensed Notary Public or eligible and willing to become one.
Valid driver’s license, clean driving record, and ability to provide a reliable personal vehicle for assigned duties.
Strong written and verbal communication, administrative, and organizational skills.
Ability to exercise good judgment and balance multiple priorities realistically.
Experience and interest in internal and external communications.
Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media web platforms.
Strong interpersonal skills and ability to build relationships with Board members, donors, patients, staff, and other stakeholders.
Expert-level written and verbal communication skills.
Proactive problem-solving approaches and strong decision-making capability.
Emotional maturity.
Ability to work effectively independently and as a resourceful team player.
Ability to handle confidential information discreetly, adapt to competing demands, and provide a high level of customer/client service and responsiveness.
Demonstrated ability to meet performance goals and deadlines in a fast-paced environment.
Forward-looking approach, including actively seeking opportunities and proposing solutions.
Five to 10 years of experience supporting C-level executives.
Willingness to support non-traditional hours and manage corporate travel logistics.

Nice To Haves

Bachelor’s degree strongly preferred.
Experience supporting C-level executives in a nonprofit organization preferred.

Responsibilities

Manage the President and CEO’s active calendar, appointments, priorities, and schedule.
Review and prioritize the President’s electronic and physical correspondence; prepare confidential correspondence and other written communications.
Complete expense reports, order and pick up meals, set up and clean meeting rooms, arrange detailed travel plans and itineraries, and compile meeting documents.
Coordinate and help ensure the President’s schedule is followed and respected, serving as a gatekeeper while enabling appropriate access.
Communicate on behalf of the President with Board members, donors, patients, staff, and others regarding the President’s programmatic initiatives.
Research, prioritize, and follow up on issues and concerns directed to the President, determining appropriate actions, referrals, or responses.
Support smooth communication between the President’s office and internal departments, maintaining credibility and trust with senior management.
Keep the President informed about upcoming commitments, responsibilities, and relevant issues in the organizational environment.
Build relationships important to organizational success and manage special projects for the President, including projects with organizational impact.
Complete deliverables such as acknowledgement letters, personal correspondence, and other work that supports the President’s leadership.
Manage conflicting priorities and follow projects through to completion, including under deadline pressure.
Serve as the President’s administrative liaison to the Board of Directors; assist Board members with travel, lodging, and meals as needed, while maintaining confidentiality.
Help ensure compliance with bylaws concerning Board and committee matters, including advance distribution of meeting materials in electronic or paper format.
Participate as an adjunct member of the Executive Team, assist with meeting scheduling, and attend all Executive Team meetings.
Coordinate agendas for senior management meetings, off-sites, and all-staff meetings.
Facilitate cross-divisional coordination of travel and outreach plans.
Keep the President’s biography current and respond to requests for materials about the President and organization.
Edit and prepare first drafts of external stakeholder communications; follow up on contacts made by the President and support ongoing relationships.
Edit communications and create acknowledgement letters from the President to donors, patients, and others.