Location: Metro Detroit preferred (currently working remotely)
Compensation: $40,000 - $44,000
Michigan United is looking for a full-time Executive Assistant to provide confidential and administrative support to the Executive Director.
A successful Executive Assistant will provide complex calendar management -- exercising discretion and judgment to appropriately prioritize complicated and challenging schedules; and provide meeting logistics and additional administrative support. The Executive Assistant will understand and share our values and vision for justice and dignity for all people.
- Manage Executive Director’s calendar, ensure timely follow up to all meeting requests, and ensure that time is allocated to highest priorities
- Plan, coordinate, and ensure that the ED’s schedule is thoughtfully and effectively constructed to ensure time for strategy and reflection throughout, maintaining a sustainable pace of work
- Meet with the ED on a weekly basis and more frequently to keep informed of upcoming responsibilities and commitments, following up appropriately
- Support the Executive Director with logistics and preparation for meetings
- Screen, prioritize, and manage responses to incoming inquiries and requests, using discretionary judgement, to ensure effective triaging and follow up
- Write and distribute email, correspondence memos, letters, faxes and forms
- Provide scheduling support for other senior staff members and perform other duties, as required
Meeting Logistics and Support
- Support the planning and execution of meetings, convenings, and retreats that the Executive Director and sometimes senior staff members are involved in
- Assist in the preparation of regularly scheduled reports to board members and other stakeholders
- Coordinate scheduling and logistics for board meetings
- Prepare and distribute board packets and provides administrative and technical support during board meetings
- Accurately records minutes from board meetings and notes from other key meetings
- Coordinate any travel arrangements, including flights, accommodations, ground and public transportation, and meeting schedules for the Executive Director and from time to time board members, staff and other key partners
- Complete and file credit card expense reports, reimbursements, invoice requests, and other accounting- related paperwork for the Executive Director
- Coordinate respond to inquiries about Michigan United’s work: Respond to general email inquiries; answer and screen phone calls; log and distribute incoming mail and correspondence
- Develop and maintain a filing system; both digital and paper
- Assists with preparation and drafting of the Executive Director’s documents and respond to requests for materials regarding Executive Director and the organization in general
- Maintain records, contracts, and other information and files (electronic) related to the work of the ED
- Orders office supplies, books, subscriptions and other materials for the Executive Director
- Update and maintain office policies and procedures
- Support and develop special projects assigned by and in support of the ED
- Ability to manage a high volume of work with efficiency, excellent organizational skills & high level of attention to detail
- Strong sense of problem-solving and ownership
- Proven ability to influence, manage up and sideways to deliver results
- Comfort with technology, including Google Workplace, Microsoft Office and office equipment
- Impeccable ability to safeguard confidential information, particularly for personnel, board, and coalition matters
- Comfortable working across cultures and differences, including experience and comfort working with communities of color, immigrants, working families, and the low-income
- Committed to our values and vision for justice and dignity for all people
Experience as an Executive Assistant and multilingual candidates are a plus, but not required.
- Health Insurance: Available immediately upon hire
- Health Savings Account: Prorated contribution of $600 per calendar year paid in monthly increments. (if on our company plan)
- Simple IRA when eligibility is met
- Stipends: Transportation stipend (currently internet stipend) of $75 a month and cell phone stipend of $50 a month
- Paid Time Off: 15 days for the first and second year of employment which begin accruing when you start. It cannot be taken for the first 90 days
- Holidays: 11 paid holidays
- Sabbatical: Two month Sabbatical after 4 years of full-time service
- Office & field environment
- Normal business hours, some additional hours required with frequent Saturday activities
- This is a remote position until the organization returns to an in-person model, at which time it will become Detroit office based
- To apply:
- Submit resume
- Complete the short exercise below (this is in lieu of a cover letter; do not submit a cover letter)
- Submit three references (at least two references must be work-related, one may be personal)
- You may apply HERE or send to all application materials to: firstname.lastname@example.org
- If you apply via email, please put the name of the position you are applying for in the email subject line. Resumes that do not adhere to these instructions will be discarded.
APPLICATION EXERCISE (REQUIRED)
In lieu of a cover letter, we're asking applicants to complete a brief exercise relevant to the work of this position before we interview people directly. In order to complete your application, please do the following writing exercise.
One of the Executive Assistant’s responsibilities is to schedule meetings for the Executive Director. Please draft an email to the Executive Director of a partner organization in Michigan (you can make up the name), proposing three distinct dates and times for a 90-minute meeting between now and November 30. The purpose of the meeting will be to discuss joint electoral campaign plans in 2022. Ken (Michigan United’s Executive Director) previously talked briefly with the partner organization about setting up a time for this topic but hadn't gotten a firm commitment, so you should phrase it as an option rather than an already-made decision. The attendees will include the ED of the other organization and Ken. Ken’s schedule is flexible with the exception of Mondays after 1:00 p.m.; Tuesdays from 10:00 am to 3:00 pm; Wednesdays after 1:00 pm; and Fridays before 11:00 a.m. He prefers to not meet before 10:00 a.m. and after 5:30 p.m. on any day. Also, please take into consideration the following background information: Ken knows the other Executive Director well. Pretend it's your first month at Michigan United and you haven't met the other ED. This Executive Director is very busy so you should be as direct and succinct as possible in your message. We generally try to strike a conversational -- but not too stiff or formal -- email tone with our partners.
Important: Because we are looking for an example of your writing, please do not have the assignment edited by anyone else. Please submit this email, along with your resume and three references HERE or send all application materials to: email@example.com.