Executive Assistant​/Office Manager

Down Inc Plant Walker, 2935 Walkent Ct NW, Grand Rapids, MI 49544, USA

Are you a highly organized, proactive professional who thrives in a fast-paced executive environment? Do you enjoy being the trusted right hand to senior leadership while helping drive organizational effectiveness and operational excellence?

Executive Assistant & Office Manager – This role goes beyond traditional administrative duties, providing critical support in executive operations, strategic coordination, communication management, and overall organizational success.

• Manage the President’s complex calendar, scheduling priorities, travel arrangements, and executive time management.
• Prepare agendas, presentations, reports, and meeting materials for executive and leadership meetings.
• Serve as a primary point of contact for communications directed to the President.
• Screen, prioritize, and coordinate requests requiring executive attention.
• Coordinate domestic and occasional travel arrangements, itineraries, and expense reporting.
• Assist with executive correspondence, presentations, confidential documentation, and partner communications.
• Anticipate needs and proactively identify opportunities to improve efficiency and effectiveness.
• Support designated members of the leadership team as assigned.

• Support leadership team initiatives, projects, and company events.
• Coordinate activities involving customers, vendors, visitors, and internal teams.
• Anticipate operational needs and recommend solutions that improve organizational effectiveness.
• Help maintain a productive, professional, and well‑organized executive office environment.

• Facilitate communication and collaboration between the President, leadership team, and key stakeholders.
• Track action items, deadlines, and follow‑up activities to ensure execution and accountability.
• Support strategic projects and special initiatives.
• Assist with leadership meetings, company functions, and organizational events.
• Handle highly confidential information with professionalism and discretion.

• Maintain organized electronic and physical records.
• Assist with budget tracking, invoice processing, and expense reconciliation.
• Develop and improve administrative processes to enhance operational efficiency.
• Ensure executive documentation and records are accurate, organized, and readily accessible.

• Minimum of 5 years of Executive Assistant, Senior Administrative Assistant, or Executive Support experience.
• Experience supporting senior leaders, executives, or leadership teams.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational, prioritization, and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Proven ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail and follow‑through.

• Associate degree or equivalent combination of education and experience.
• Experience supporting executive leadership teams, board activities, or ownership groups.
• Experience coordinating executive meetings, travel, and strategic projects.

• Highly organized and proactive
• Professional and discreet
• Resourceful and solutions‑oriented
• Comfortable working independently
• Skilled at building relationships across all levels of an organization
• Calm under pressure and adaptable to changing priorities
• Committed to excellence and continuous improvement

• Work directly with executive leadership and contribute to organizational success.
• Be part of a collaborative and professional leadership environment.
• Play a meaningful role in driving communication, coordination, and operational effectiveness.
• Opportunity to make a visible impact across the organization.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.