Executive Administrative Assistant

Executive Administrative Assistant

Executive Assistant / Project Coordinator

Location:

Plymouth, MI 48170 Work Arrangement: 100% On-Site initially; potential for hybrid flexibility

Schedule:

Monday–Friday, 7:30 AM–4:30 PM EST/CST core business hours Pay: $33–$40/hour ($69,000–$84,000 annually) Duration: 1–2 year contract with potential for contract-to-hire Travel:
Limited, approximately once per month with occasional overnight travel

About the Role We are seeking a highly organized, proactive Executive Assistant / Project Coordinator to provide high-level administrative and project support to the Director. This role is ideal for someone who can operate with a high degree of independence, communicate effectively across departments and organizational levels, and confidently manage competing priorities. You will serve as an extension of the Director, helping translate priorities into action, coordinate teams, track follow-up items, and ensure important projects and issues continue moving forward.

The ideal candidate will bring strong executive administrative or project coordination experience and the judgment to determine what needs immediate attention, what can wait, and when an issue needs to be escalated.

What You'll Do

• Manage and coordinate the Director's calendar, meetings, travel, and competing priorities.
• Prepare meeting agendas, take detailed notes, identify action items, and ensure appropriate follow-up.
• Communicate the Director's priorities and direction to supervisors, teams, and other departments.
• Track open issues, projects, and commitments using a comprehensive follow-up system.
• Collect and prepare weekly KPI data, project updates, and management reports.
• Coordinate customer meetings, site visits, strategy sessions, and visitor arrangements.
• Serve as a liaison between Technical Services, engineering and other departments
• Coordinate escalation meetings requiring Director involvement.
• Help assign and distribute workload based on meeting outcomes and priorities.
• Coordinate travel arrangements, including working with travel vendors and balancing complex calendars.
• Support vendor coordination, quotes, purchasing, invoicing, and accounting related to service infrastructure.
• Manage service fleet-related administrative responsibilities, including coordinating vehicle maintenance, cleaning, and staging.
• Support new process introductions and projects related to office and organizational development.
• Research information and prepare materials needed to support business decisions.
• Learn the company products, department structures, and corporate processes to effectively support the Director and team.
• Provide additional administrative and project support as needed.

Travel Travel is expected to be limited but may vary based on business needs. Typical travel may include:

• Approximately one day or two-day trips per month.
• Occasional customer meetings, site audits, or meetings in Farmington and other locations.
• Potential travel within the U.S. and Canada.
• Occasional trips that may extend up to a week when multiple meetings are coordinated together.
• Potentially one trip per year to Mexico.
• A valid driver's license is required due to responsibility for coordinating and moving service fleet vehicles.
• A valid passport is preferred/required for potential international travel.

What We're Looking For

• Bachelor's degree, minimum three years of college, or equivalent combination of education and professional experience.
• 3+ years of executive administrative, project coordination, or comparable experience.
• Strong organizational and prioritization skills with the ability to manage multiple competing priorities.
• Demonstrated ability to work independently with minimal supervision.
• Excellent verbal and written communication skills.
• Strong follow-up and project/task management abilities.
• Comfortable communicating with executives, managers, engineers, customers, vendors, and cross-functional teams.
• Strong judgment and business logic when determining priorities and resolving competing demands.
• Ability to confidently communicate expectations and follow through with teams.
• Proficiency with Microsoft Word, Outlook, Excel, and PowerPoint.
• Experience with SAP is…