Executive Assistant

About the role

The Michigan Milk Producers Association (MMPA) is 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.

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.
• Cover meetings involving executive leadership, including preparation of meeting materials, presentations, and follow-up action items.
• Screens, prioritizes, and responds 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.
• Board Meeting support:
• Serve as the primary administrative liaison to the Board of Directors.
• Cover 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.
• Aid with additional Board-related projects and activities as needed.
• General administrative:
• Process expense reports and credit card reconciliations for executive leadership.
• Cover 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.
• Cover 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.

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.