We are seeking a highly organized, proactive, and professional Executive Assistant to provide strategic administrative support to the President/CEO, Chief Corporate Affairs Officer, Chief Financial Officer, and members of the Senior Leadership Team.
The ideal candidate is a self-starter with exceptional organizational, communication, and relationship management skills. This individual will serve as a trusted partner to executive leadership by managing priorities, coordinating complex schedules and meetings, supporting Board of Directors activities, and ensuring the efficient operation of the executive office. The successful candidate will exercise sound judgment, maintain strict confidentiality, and anticipate executive needs in a fast-paced environment.
Responsibilities and Duties
- Administrative functions for CEO and Sr. Mgt. staff:
- Provide high-level administrative support to the President/CEO, Chief Corporate Affairs Officer, Chief Financial Officer, and members of the Senior Leadership Team.
- Manage complex executive calendars, including scheduling meetings, appointments, travel, and events while ensuring priorities are appropriately balanced.
- Anticipate executive needs and proactively address scheduling, communication, and logistical challenges.
- Coordinate meetings involving executive leadership, including preparation of meeting materials, presentations, and follow-up action items.
- Screen, prioritize, and respond to incoming telephone calls, emails, and other communications for the Executive Office, ensuring timely follow-up, appropriate routing, and professional representation of executive leadership. Provide backup phone support as needed.
- Prepare travel arrangements and detailed itineraries for executives, including flights, accommodations, transportation, and meeting logistics.
- Maintain continuity of executive office operations during leadership absences.
- Maintain and file required reports related to legislative activity.
- Handle confidential and sensitive information with the highest level of discretion and professionalism
- Board Meeting support
- Serve as the primary administrative liaison to the Board of Directors.
- Coordinate activities related to Board Meetings including venue reservations and travel accommodations.
- Prepare travel agendas/itineraries for conferences and make travel accommodations for Board members as needed.
- Prepare, compile, and distribute Board materials and correspondence.
- Maintain communication system for Board Members regarding upcoming meetings, conferences, and organizational updates.
- Support virtual and in-person Board meetings and ensure meeting technology functions effectively.
- Maintain confidential Board records, files, and documentation.
- Assist with additional Board-related projects and activities as needed.
- General administrative
- Process expense reports and credit card reconciliations for executive leadership.
- Coordinate travel arrangements for employees as needed.
- Maintain electronic and physical filing systems, executive records, and contact databases.
- Support special projects, company events, member meetings, and leadership initiatives.
- Coordinate meeting logistics, conference calls, interviews, and catering arrangements.
- Prepare correspondence, reports, presentations, and other business documents.
- Provide administrative support for the Member Relations and Communications teams as needed.
- Perform other duties and responsibilities as assigned.
Education and Work Experience Requirements
- Bachelor's degree or equivalent combination of education and experience.
- Three (3) or more years of experience supporting executive-level leaders, preferably within a corporate environment.
- Three (3) or more years of experience supporting Board of Directors activities, communications, and meeting coordination.
- Demonstrated ability to manage highly confidential and sensitive information with discretion.
- Exceptional organizational and time management skills with the ability to manage multiple priorities and deadlines.
- Strong written, verbal, and interpersonal communication skills.
- Proven ability to work independently, exercise sound judgment, and solve problems proactively.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience managing executive calendars, travel arrangements, and meeting logistics.
Physical Requirements and Essential Functions
- This position is primarily performed in a professional office environment. This role requires the ability to communicate effectively, operate standard office equipment, and perform the essential functions of the position with or without reasonable accommodation.
- This position is based in a professional office environment and requires full-time, on-site presence at the Novi, MI office during standard business hours.
To perform this job successfully, an individual must be able to perform each responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the responsibilities.
This job description is not designed to contain a comprehensive list of responsibilities that are required of the role. Responsibilities may change at any time with or without notice.
MMPA provides the opportunity for meaningful work that makes a difference in the dairy industry and in our communities. The diverse talents and perspectives of our employees help us to meet the needs of our member farms and the customers we serve.
We are interested in every qualified candidate who is eligible to work in the United States.
MMPA is committed to maintaining a safe, healthy, and productive environment for all employees as one of our top priorities. As part of our commitment to your well-being and workplace safety, all applicants are required to undergo a drug screening and background check as part of the hiring process.
We are not accepting unsolicited candidate introductions, referrals, or résumés from third-party recruiters or staffing agencies for this position.
MMPA is an equal opportunity employer.
